To define what someone can see and access in activeCollab System Rolesare used.System Roles are groups of permissions that govern what a user can do and access in activeCollab and can be set in the ** Administration > Roles** section. Here you can choose between five predefined roles or create a new Custom Role.
Let’s see what predefined roles activeCollab offers and how they work:
System Administrators have all system permissions set to Yes. Anyone with this role can see and access the entire system, without limitation.
Administrators can also access the Admin area; see and manage all user accounts; access all Projects and Project items (as well as create, edit, comment on or delete them); manage Time Tracking and Time Reports; create, issue and archive Invoices; manage Assignment filters; and view Private Objects.
Clearly then, this role should only go to someone who needs unlimited access to your activeCollab setup.
This role is designed for senior members of companies you are working with. People with this Role are able to change, edit or delete information (eg. phone number, homepage) about their company. They can also add or delete users from inside their company in activeCollab and receive invoices issued to it.
Remember that if there is no Client Company Manager, or person with can_manage_company_details permission included in their System Role, there will be no-one to receive the automatically generated email containing a PDF invoice when one is issued!
Client Company Managers will only be able to see projects they are assigned to and people (besides members of their company) that are also working on the same projects. None of your other data will be visible to them.
Here's how Client Company Manager sees activeCollab:
Client Company Members have only one permission by default - the ability to login to activeCollab. When users logs in, they will only be able to see projects they are working on. The rest of the system will not be visible and cannot be accessed by the user:
The range of actions for these users is completely restricted.
This role is designed for people within your own company. Which is why Members can add new projects; see objects marked as Private; manage Trashed items; and edit, delete or create new Assignment filters.
Although this user will be involved only in the projects they are assigned to, as a member of your company they will still have access to all important parts of the system.
The Project Manager is someone from your company responsible for all projects in activeCollab. Which is why they can view, access and manage all projects; see private objects; manage items in the Trash; manage assignments filters; and use and manage time reports.
In general, users with this role can run all projects in the system and have access to all essential parts of the activeCollab setup (the manage_projects permission which this user has enabled by default gives them the power to see, access and edit all projects and project data). After the Administrator this user has the most authority in the system, so it is a role that should only be given to those who need it.
If you can't fit what you need into any of the predefined System Roles, you can easily create any custom roles that you want instead. To do that, go to the Roles section in the Admin panel and click the New System Role button. Now type in a name for the role and select whatever permissions you wish that role to have.
The new role will remain saved in activeCollab, and you can use it whenever you wish. The number of System Roles that you can create is unlimited.
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