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Permissions & Access12 min readUpdated January 2025

User Roles & Permissions

Comprehensive guide to organization and project-level roles, permissions, and access control in Asrify. Learn about Owner, Admin, Member, and Guest roles.

User Roles & Permissions

Master Asrify's role-based access control system with organization-level and project-level permissions for secure collaboration.

1 Overview of Role Structure

Asrify uses a hierarchical role system with four main roles that apply at both organization and project levels:

Organization Level

  • - Controls access to the entire organization
  • - Manages billing, financials, and member data
  • - Overrides project-level permissions
  • - Sets organization-wide policies

Project Level

  • - Controls access to specific projects
  • - Manages project tasks and boards
  • - Independent from organization roles
  • - Inherits from higher organization roles

Important: Organization Owners and Admins automatically have Owner and Admin privileges on all projects within their organization, even if they're not explicitly added as project members.

2 Organization Roles & Permissions

Organization roles control access to company-wide features, financial data, and member management:

Organization Owner

Complete control over the organization with full administrative and financial access

Core Permissions

  • - Manage, update, and delete organization
  • - Add and remove organization members
  • - Assign and modify user roles
  • - Manage organization settings and policies

Financial & Business

  • - View all income and outcome data
  • - Access complete financial reports
  • - Manage member pay details and rates
  • - Manage client information and billing

Project Access

  • - Full access to all organization projects
  • - Can manage any project as if they were project owner
  • - Override project-level permissions
  • - Access all project analytics and reports

Advanced Features

  • - Configure integrations and API access
  • - Manage security settings and audit logs
  • - Set up organization-wide workflows
  • - Control data export and backup settings

Organization Admin

Nearly full administrative access with some restrictions on critical operations

Administrative Rights

  • - All Owner permissions except deletion
  • - Manage organization members and roles
  • - Configure organization settings
  • - Manage projects and assign project roles

Financial Access (Optional)

  • - No financial access by default
  • - Owner can grant financial permissions
  • - Can view reports if permission granted
  • - Cannot modify billing or payment settings

Restrictions

  • - Cannot delete the organization
  • - Cannot remove organization owners
  • - Cannot access financials without permission
  • - Cannot modify critical security settings

Project Access

  • - Full access to all organization projects
  • - Can manage projects as if they were project admin
  • - Access project analytics and reports
  • - Can create and assign project permissions

Organization Member

Standard user with access limited to assigned projects and personal tasks

Basic Access

  • - View only assigned projects
  • - Access personal dashboard and analytics
  • - Manage own profile and settings
  • - Track personal time and tasks

Project Participation

  • - Work on assigned projects only
  • - Project permissions depend on project role
  • - Cannot see organization-wide data
  • - Limited to own work and assigned tasks

Organization Guest

Very limited access for external stakeholders or clients

Minimal Access

  • - View only what's explicitly shared
  • - Cannot create or modify data
  • - Read-only access to assigned content
  • - Limited to specific projects or boards

Typical Use Cases

  • - External clients reviewing project progress
  • - Stakeholders monitoring specific initiatives
  • - Vendors with limited collaboration needs
  • - Audit or compliance reviewers

3 Project-Level Roles & Permissions

Project roles control access to specific project features, tasks, and collaboration tools:

Project Owner

Complete control over the project with full management capabilities

Project Management

  • - Update and modify project settings
  • - Delete or archive the project
  • - Manage project timeline and milestones
  • - Configure project workflows and automation

Team & Access Control

  • - Add and remove project members
  • - Assign and modify project roles
  • - Manage project permissions and access
  • - Control board and task visibility

Analytics & Reporting

  • - Access all project analytics and reports
  • - View team productivity metrics
  • - Export project data and time reports
  • - Monitor project budget and resources

Content Management

  • - Create, edit, and delete all project content
  • - Manage all boards, tasks, and workflows
  • - Configure project templates and standards
  • - Control project documentation and files

Project Admin

Administrative access to project features with member management capabilities

Administrative Functions

  • - Most project owner permissions
  • - Manage project members and roles
  • - Configure project settings and workflows
  • - Access project analytics and reports

Content & Board Management

  • - Create and manage boards and workflows
  • - Edit and organize all project tasks
  • - Manage project documentation
  • - Configure board permissions and access

Restrictions

  • - Cannot delete the project
  • - Cannot remove project owners
  • - May have limited financial access
  • - Cannot modify critical project settings

Team Coordination

  • - Assign tasks and manage workloads
  • - Review and approve team submissions
  • - Monitor team progress and performance
  • - Facilitate project communication

Project Member

Standard project participant with task management and collaboration access

Task & Board Access

  • - View boards they're members of
  • - Create, edit, and manage assigned tasks
  • - Participate in board workflows
  • - Comment and collaborate on tasks

Time & Progress Tracking

  • - Track time on assigned tasks
  • - Update task progress and status
  • - View personal project analytics
  • - Submit work for review and approval

Collaboration Features

  • - Participate in project discussions
  • - Share files and project documentation
  • - Receive project notifications and updates
  • - Access project calendar and events

Limitations

  • - Cannot manage other members' tasks
  • - Limited to assigned boards and tasks
  • - Cannot modify project settings
  • - No access to project-wide analytics

Project Guest

Limited access for external stakeholders and clients

View-Only Access

  • - Read-only access to assigned boards
  • - View specific tasks and project updates
  • - Limited to explicitly shared content
  • - Cannot create or modify any data

Communication

  • - Comment on specific tasks if permitted
  • - Receive project update notifications
  • - View project progress reports
  • - Access shared project documentation

4 Board & Task Permissions

Board-level permissions follow the same structure as projects with additional granular controls:

Board Access Rules

  • - Organization Owners and Admins can access all boards in their organization
  • - Project Owners and Admins can access all boards within their projects
  • - Members and Guests only see boards they're explicitly added to
  • - Board permissions inherit from project permissions but can be restricted

Task Management Permissions

Task Creation & Editing

  • - All roles except Guests can create tasks
  • - Members can edit their own assigned tasks
  • - Admins and Owners can edit any task
  • - Task assignment requires Member role or higher

Task Organization

  • - Move tasks between columns/stages
  • - Set task priorities and due dates
  • - Add task labels and categories
  • - Attach files and documentation

Board Configuration

  • - Board structure and workflow setup (Admin/Owner only)
  • - Column/stage configuration and automation rules
  • - Board-specific permission and access controls
  • - Integration setup and custom field configuration

5 Analytics & Reporting Permissions

Access to reports and analytics varies based on role and organizational settings:

Organization-Level Analytics

Financial Reports

  • - Organization Owners: Full financial access
  • - Organization Admins: Access if granted by Owner
  • - All other roles: No financial access
  • - Includes revenue, expenses, profitability

Operational Reports

  • - Organization Owners and Admins: Full access
  • - Project Owners: Project-specific reports
  • - Members: Personal productivity reports only

Project-Level Analytics

Project Performance

  • - Task completion rates and timelines
  • - Team productivity and workload distribution
  • - Project budget and resource utilization
  • - Time tracking and billable hours analysis

Access Levels

  • - Owners/Admins: Complete project analytics
  • - Members: Personal performance metrics
  • - Guests: Limited to shared report summaries

Custom Report Creation

  • - Organization and Project Owners: Create and share custom reports
  • - Admins: Create reports with appropriate data access
  • - Members: Generate personal productivity reports
  • - Export capabilities vary by role and data sensitivity

Permission Management Best Practices

Security Guidelines

  • - Follow principle of least privilege
  • - Regularly audit user access and roles
  • - Use Guest roles for external stakeholders
  • - Enable two-factor authentication for Owners/Admins

Role Assignment

  • - Assign roles based on job responsibilities
  • - Use project-level roles for task-specific access
  • - Limit Owner and Admin roles to essential personnel
  • - Review permissions during team changes

Access Control

  • - Document permission structures for compliance
  • - Set up approval workflows for sensitive data
  • - Use board-level permissions for granular control
  • - Monitor access logs and user activity

Need Help with Permissions?

Setting up the right permission structure is crucial for security and productivity. Explore these related topics:

Projects and Organizations Time Tracking Basics Tasks and Project Management Account Setup