Who this is for: owners and administrators setting up Settings → Team & Access for project work.
Projects use the same idea as the rest of BareLedger: the person who proposes a decision is never the one who approves it. On top of that, a delivery team often should not see the money, and a crew member should only see the jobs they work on. Five ready-made roles cover the usual set-up. They follow the common project-management split used by PMI and PRINCE2 — someone owns the business case, someone checks, someone runs the job, someone keeps things tidy, and the team does the work.
| Role | Sees | Works the board | Money | Decisions |
|---|---|---|---|---|
| Project Sponsor | Every project | No | Yes | Gives final approval to openings, budget changes and closures |
| PMO Manager | Every project | Yes | Yes | Reviews openings, budget changes and closures (cannot give the final approval) |
| Project Manager | Projects they are on | Yes, and manages the board layout and team | Yes | Proposes openings, budget changes and closures |
| Project Coordinator | Every project | Yes, and manages board layouts, teams and templates | No | None |
| Project Team Member | Projects they are on | Yes | No | None |
The other roles keep working as before: the Accountant has full project access, Staff prepare project requests, Reviewers and Approvers check them, and Viewers read every project and its money but change nothing.
The project team
Each project has a Team tab. Adding someone there is what lets a Project Manager or Team Member see the project. Their project role on that team is separate from their organization role:
- Project manager — runs the project day to day.
- Team member — works the cards.
- Stakeholder — follows the project but cannot change the board, whatever their organization role allows.
Whoever creates a project is added as its project manager.
Fine-tuning
Under Team & Access → Customize access, Projects and CRM each offer the standard levels — Viewer, Preparer, Reviewer, Approver and Full access — and Projects adds Team member (see and work the board of your projects, nothing else). In Advanced (per permission) you can grant the individual keys: see every project, see project money, work board cards, manage projects and boards, submit, review, approve and reject.
Common mix-ups
- "The Sponsor cannot move cards." Correct — the Sponsor decides; the team does the work. Add the board key in Advanced access if your Sponsor also works the board.
- "A Project Manager approved nothing in the queue." Managers propose; a PMO Manager reviews and the Sponsor (or an Approver or Accountant) approves.
- "A Team Member sees an empty Projects page." Nobody has added them to a project's team yet.