Access Groups Explained

Users are assigned to an access group, which will control their permissions within the application. Click your name/avatar at the bottom of the main navigation panel to open settings.

Overview

• Access groups allow you to set permissions for multiple users at once, eliminating the need to configure access individually for each user
• Most users will need the same access permissions, but you can create one access group per user for granular control if needed
• Examples of common access groups: Accounting, Principals, Project Managers, Production, Interns

Managing Access Groups

* Use the plus (+) sign to create a new access group * Use the delete button to remove an access group * Use the edit button to modify an existing access group

Access Group Types

When creating a new access group, you can choose from three types or levels:

• Limited User - minimal module access
• Production User - everything but financial data
• Financial User - the whole enchilada

The type you select determines which parts of the system you can grant them access to

Permissions by Module for All User Levels - Limited, Production, and Financial

Timesheets

• All users will have the ability to create and edit their own time slips
• Option: Can also delete their own time slips
• Can users view other users' time slips - Not available for limited users
• Options: read only | create and edit | create, edit, and delete.

In and Out Board

• Can they see everybody or just themselves
• Can they edit other users' status - Not available for limited users

Expenses

• All users will have the ability to create and edit their own expenses
• Option: can also delete their own expenses
• Allow users to view other users' expenses - Not available for limited users
• Options: read only | create and edit | create, edit, and delete.

Services

• All users will have the ability to create and edit their own service items
• Option: can also delete their own items
• Allow users to view other users' service items - Not available for limited users
• Options: read only | create and edit | create, edit, and delete

Todo List

• User's own or assigned todos
• Options: read only, create and edit, create, edit, and delete
• Allow users to view users' todos - Not available for limited users
• Options: read only | create and edit | create, edit, and delete

Scheduling and Resources

• User's own or assigned schedules
• Options: read only, create and edit, create, edit, and delete
• Allow users to view users' schedules - Not available for limited users
• Options: read only | create and edit | create, edit, and delete

Address Book

• View companies and contacts
• Options: read only | create and edit | create, edit, and delete

Projects

• General Project Data (does not include financial data) - Not available for limited users
• All Projects: read only | create and edit
• Only assigned Projects: read only | create and edit
• This is for Production Level Users
• Financial Project Data - Financial Users Only
• All projects: read only | create and edit | Create, edit, and delete
• Only assigned projects: read only | create and edit | Create, edit, and delete

Proposals

• Set permissions for proposal management

Invoices

• Can they approve draft invoices?
• Can they edit approved invoices?

Income

• Configure access to income tracking

Pay Requests

• Set permissions for payment request management

Payouts

• Configure payout management access

Reports

• Controls whether users can create and edit reports or only view reports
• You can save special reports in the system as either public or private
• Permission options:
• Create and edit reports
• Read only (cannot modify saved reports)
• No access (cannot run saved reports, but can still run quick reports)

Time Reports (time slips)

• WARNING: This module contains sensitive pay information

Accounting

• WARNING: Contains sensitive financial information
• Controls access to the accounting module
• Determines whether users can access settings for integrating with accounting software

Settings

• Purple-colored permissions control access to system settings
• Configure which users can modify system configuration

Admin Access

• Users must be designated as admin to update access groups
• Admin status is required for managing user permissions and access group configurations
• Admin users can modify users and access groups in the system

Naming and Customizing Access Groups

• You can give access groups any name you like
• You can modify the access groups that ship with the system
• You can create your own custom access groups
• Remember to save changes when editing - use Cancel if you don't want to save modifications

Assigning Users to Access Groups

• When working with users (covered in a separate video), you will assign them to access groups
• You can have multiple access groups for each user type:
• Financial users: Can be assigned to any of the five available financial access groups
• Production users: One access group available in this example
• Limited users: Two access groups available to choose from

License Types and Access Restrictions

Limited License Users

• Limited users have restricted access options
• Only a limited number of areas where you can grant them access
• When adding a limited license user, you can only pick from the two limited user access groups

Production License Users

• Production users have different access options than limited users
• Typically, all financial information is removed from production user access

Financial License Users

• Financial users have the most comprehensive access options
• Can be assigned to any of the five financial user access groups

Key Takeaways

• Access groups provide a powerful way to manage user permissions efficiently
• You can get very customized on what people can see and what they can do
• The system allows granular control - from broad access groups for common roles to individual access groups per user if needed
• If you have questions about access groups, please reach out for assistance