Understanding roles

Five roles, one workspace

Every ProMan member has exactly one organization-level role. The role determines what they can do across the whole workspace. On top of that, individual projects can give someone a different role just for that project (for example, a contractor who’s a member of the org but a manager on one specific job).

The five roles, from most to least privileged:

• Owner — created the organization. There is always exactly one owner.
• Admin — full administrative access: billing, settings, members.
• Manager — can create projects, invite members, approve work.
• Member — can create and edit tasks, log time, submit for review.
• Viewer — read-only. Can see projects they’re added to; cannot edit.

What each role can do

Owner

• Everything an admin can do, plus:
• Transfer ownership to another admin.
• Delete the organization (destructive — we require email confirmation).
• The only role that can change billing contact and legal info.

Admin

• Manage members and invites (add, remove, change role).
• Change plan and billing details (Settings → Billing).
• Configure organization-wide settings: branding, industry, working hours.
• Create, edit, archive, and delete any project.
• Export data for the whole organization.

Manager

• Create new projects.
• Invite new members (up to the plan’s seat limit).
• Approve or reject submitted work.
• Edit RACI assignments on any task they manage.
• Cannot touch billing or change other people’s roles.

Member

• Create, edit, and complete tasks on projects they’re on.
• Log time, submit work for review, and comment on tasks.
• Cannot invite new members. Cannot approve work unless explicitly made the “Accountable” person on a task.

Viewer

• Read-only across projects they’re added to.
• Cannot create, edit, or comment. Cannot log time.
• Viewers are unbilled seats — useful for stakeholders who just want to watch.

Project-level overrides

Sometimes you want someone with a lower org role to have more power on a specific project. Example: an external contractor who is a member across the org, but is the manager of their one project.

On the project’s Members tab, add the person and choose their project role. Project roles override org roles for that project only. You cannot give someone a higher org-level capability (billing, for example) via a project role — overrides only affect project actions.

Client viewers

Client viewers aren’t roles in the strict sense: they’re people who see your project through a public dashboard link (see chapter 10). They don’t have an account and don’t count against your seat limit. Use this for clients, external reviewers, or stakeholders who just need visibility.

How to pick

• The person paying the bill → Owner.
• Someone you trust with the whole workspace → Admin.
• Project leads → Manager.
• People doing the work → Member.
• Observers → Viewer (or a public dashboard link).

Next up

Now that you know the roles, let’s invite your team.