Project access and visibility

Control who can see and edit a project by assigning Owners, Members, and Viewers, and understand the workspace rules that decide who sees which projects.

Every project has its own access list, managed from the project’s Overview tab. That list, combined with each person’s workspace role, decides who can see the project, who can edit it, and who owns it.

The three access levels

Owners have full control: edit all fields, change status, manage the access list, and delete the project. You can assign an individual or an entire team (every team member then inherits ownership). The creator is automatically the first owner.
Members are active contributors: they see taskboards, log time, and work in the project. Members do not see financials by default (budget, billable amounts, invoices); that’s Owners and Admins only or users with those permissions enabled.
Viewers have read-only access: they see taskboards, tasks, and details but can’t make changes or log time. Use them for stakeholders who need visibility without edit rights.

Adding and removing people

Open the project and find the Assignees & Access section.
Click into it, search for a user or team by name, and select them. Changes take effect immediately, with no save step.
To remove someone, click the remove icon next to their name. To change a person’s level (e.g. Viewer → Member), remove them from one list and add them to the other. There’s no direct “promote” button.

Assigning a team as an owner gives every current and future team member owner-level access, the cleanest way to handle projects a whole department is responsible for.

Who can see a project

Visibility is set at the workspace level by role and relationship to the project:

Admins see every project, always. There’s no way to hide a project from an Admin. Note: private projects are on the roadmap but aren’t available yet.
Managers and Members see a project only if they created it, are listed on it (Owner, Member, or Viewer), or belong to a team that owns it. Otherwise it doesn’t appear in their list at all.
Guests see only the projects explicitly shared with them, and they have no browse access. (Guests and the client portal are Pro features.)

If a user can’t see a project, they also can’t find it in search, see its taskboards/tasks/time/invoices, be @mentioned in its context, or receive its notifications. This is by design, and it keeps client work properly scoped, which matters most in agencies where different teams handle different accounts.

Tips & gotchas

Last updated June 8, 2026.