Permission management

The permission management in awork is based on general permission roles and project roles. The general permission roles apply to the entire awork workspace and therefore also across projects.

The rights of the project roles only apply to the projects where the user is assigned as a member of the project with the said role.

You can find the permission management in the main menu under Settings > Permissions.

General roles define permissions at the workspace level. Every person in the workspace must be assigned to one of these roles. You can either create your own roles or use the preconfigured roles such as Admin, User, or Guest.

To create a new role, simply click on the blue + New Role-button. Now you will be able to choose a name for the role and decide whether you want to configure it yourself or use a template from awork. If you create a role from a template, you will be able to customise it afterward.

You will be able to edit and delete project roles in the project roles overview by clicking the action button.

However, the Admin and Guest roles cannot be edited or deleted.

If you delete a user role, you will need to choose another permission role that the users should be assigned to instead. One user must always have a permission role assigned to them.

If the permission roles have not yet been customised in your awork, these three roles exist:

At the bottom of the Settings > Permissions page, you will find a list of all users. Here you can assign users their appropriate permission role.

There is a search field to the right of the assigned permission roles. Here you can search for users by name, e-mail address, team and role.

☝️Hint: You will not be able to remove yourself from the Admin role, as you would lose access to this page.

The Guest role in awork is a special role, with very limited permissions. It is intended for external users that can be invited via awork Connect.

Learn more about external users in awork here.

The Admin role is a system role in awork. They have all permissions and are allowed to see everything in awork except private tasks and calendars.

Additionally, only users with the Admin role are allowed to make certain changes in awork. These include:

The roles Admin and Guest are system-relevant roles in awork with predefined permissions. These roles can neither be deleted nor edited.

Suppose you wish a user to have access only to certain projects. In that case, you will be able to simply revoke all permissions in the permission role and set the permissions for the individual projects by adding a user to the project and selecting a project role.

The project roles define the permissions at project level. If a user is not part of the project team, the permissions from the general permission role will apply to them. If a user is added to the project as a member, a project role must also be selected.

☝️ Hint: Project roles can always grant more permissions to a user but never reduce them.

To create a new role, simply click on the blue + New role-button in the project-roles section. Now you can define a name for the role and decide whether users in this role can see/edit the project details, see/edit project tasks or see/edit the project times.

A project role can be defined as a standard role. This role is then always preselected when a project is assigned. If the default role is deleted or the marking as a default role is removed, an alternative default role must be selected.

Private tasks

Your own private tasks can only be seen and edited by yourself. No special permissions are needed for this.

Project tasks

Project tasks that are assigned to a user can always be seen and edited by this user.

In the menu items visibility tab of the permission role details, it is possible to define which menu items should be visible for users in their role in the main menu and which will be hidden.

This way, you will be able to hide whole areas, e.g. if a certain group of users does not need to see the time tracking area, and these menu items would only disturb them.

Just click on the eye icon to enable or disable the menu items for that role.

If the eye icon is deactivated and not selectable, the permission roll already has too few permissions to see the menu item at all, and it is already automatically hidden.