Restricted Members

Restricted members are people that hold a seat in your workspace, and are limited to viewing specific projects only.

Note that most members of the workspace should be set up as Full Members. This allows for greater transparency and minimizes the upkeep involved in maintaining access on a per project basis for each restricted member. Being a restricted member can be limiting and should primarily be used for clients or when there is sensitive workspace data.

Restricted Member Access Rules

The chart below explains the access rules that apply to restricted members in your workspace. In addition, you can also restrict members from being able to re-prioritize plan items.

	VISIBILITY	NOTES
CLIENTS	Sees a client if: Access is granted to at least one project for that client	Can associate a project to visible clients Not able to create a new client
PROJECTS	Sees a project if: An administrator, manager, or full member grants the restricted member access to the project The restricted member creates the project	Can add a new project and associate it to visible clients Can assign it to any workspace member Projects they create are by default granted projects Being a member of the Project Team does not automatically grant them access to the project
SUB-FOLDERS	Sees a gray sub-folder if: It’s within a granted project	Can add a sub-folder within a granted project Can assign it to any workspace member
PACKAGES	Sees packages only if they contain tasks for a granted project Won’t see any other tasks within a package unless the tasks are for a granted project	Can’t create or delete packages or backlog packages Can assign existing packages to any workspace member
TASKS, EVENTS, & MILESTONES	Sees a task, event or milestone if: It’s in a project folder and they have been granted access It’s in the Inbox and they are an owner (even if not associated to a granted project)	Can create tasks, milestones, and events within a granted project Can assign them to any workspace member Can’t create them within a package Can track time and submit timesheets for tasks and events within a granted project See special Inbox rules below
INBOX	Sees the Inbox, even if it doesn’t contain any tasks for a granted project Sees any task they own in the Inbox, even if it’s not associated to a granted project	Can create tasks, milestones, and events within the Inbox Can assign them only to self if there is no project association Can assign them to any workspace member if associated to a granted project
COLLABORATION CONTENT	Sees comments, notes, documents and links for all visible plan items	Can add comments, notes, documents and links to all visible plan items
DASHBOARDS	Sees everything you see when a dashboard is shared with them, including billing and pay (rate sheet) data Sees data for projects they have not been granted access to if those projects are included on the dashboard Can’t see or use the View Project Dashboard link in the edit panel (even if on the Project Team) unless they have been explicitly invited to the Project Dashboard	Can’t create a dashboard Can’t edit a dashboard
PROJECT PORTALS	Sees that a portal is opened and tasks have been shared, if: It is a portal for a granted project	Can’t visit a project portal Can’t enable new project portals
MEMBER LIST	Sees all members of the workspace via the People tab and via all member pickers	Not able to invite people into the workspace
REPORTS & ANALYSIS	For Projects tab reports (Status, Project Workload, Remaining Trend, Total Trend, Date Drift) and the Resource Workload report on the People tab: Sees data for projects where they have been granted access When focused on the root of the workspace, the inbox or a package, these reports will include roll up data from projects where the Restricted Member has not been granted access	Does not see the Analytics tab

Setting Up Restricted Members

A restricted member signs into your workspace, but they will not see a task, event, or milestone unless:

It lives in a project that they have been granted access to
It lives in the Inbox and they own it

Keep in mind this means that Restricted Members will not be able to view a task, event, or milestone that has only been placed within a package, without a project association. The task, event, or milestone must also be placed within a project for which they have been granted access.

Inviting a person into your workspace as a restricted member

You can set the restricted access level and specific project access right up front as part of the member invitation process. This is also where to check or uncheck the box that allows you to restrict the member from reprioritizing plan items.

Converting an existing member to a restricted member

Go to the People tab > Member List
Select the appropriate workspace member on the left
Select the member Access Controls tab
Choose the Restricted Member access level
Under Restrictions & Permissions, check the box if you want to allow this member to reprioritize plan items
Check the boxes to grant access to specific projects – type the project name(s) into the search bar to find it quickly

Member Access Levels and Privileges
Inviting People Into Your Workspace
Restricting Members from Prioritizing

Restricted Members

Restricted Member Access Rules

Setting Up Restricted Members

Inviting a person into your workspace as a restricted member

Converting an existing member to a restricted member

Managing Users in the Workspace

Related Content

Project Portals

Member Access Levels and Privileges

Virtual Members

Navigating a Project Portal