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Version: 7.0

Team and roles on a project

This page describes how to work with project participants: teams, roles, and assignments.

It is recommended to maintain the team and roles from the first days of the project: this simplifies task assignment, workload control, and participation reporting.

Team​

A team is a separate list of employees that can be assigned to multiple projects at the same time. Teams are maintained in Projects → Configuration.

This is convenient when the same group works on different projects or on several areas within the organization.

Important considerations:

  • if you add/remove an employee from a team, the list of employees assigned to the project will change in all projects where this team is assigned;
  • if participation period matters, specify participation dates in the project assignment (see the “Assignments” section).

How to assign a team to a project​

Assigning a team is done via the assignments list in the project card.

  1. Open the required project.
  2. Go to the assignments section (project participants list).
  3. Add a new assignment.
  4. In the participant field, select a team (not an individual employee).
  5. If needed, specify the role and participation period (start/end dates).
  6. Save the changes.

After saving, all employees included in the selected team will be considered project participants (taking into account the participation period and your access permissions).

What happens when the team composition changes​

If a team is already assigned to a project and you change its composition:

  • new employees will appear in the project assignment list;
  • removed employees will no longer be considered assigned (if there are no other assignments for them to this project).

It is recommended to coordinate team composition changes with the project manager and record reasons in project or task comments.

Project roles​

A project role reflects a participant’s function (for example, manager, assignee, observer — the exact list depends on configuration). Roles are maintained in Projects → Configuration and are used for:

  • separating responsibilities;
  • configuring access and workflow rules (for example, who is allowed to move a task from one status to another);
  • analytics on employee participation.

Recommendations:

  • agree on the meaning of roles in advance (what “assignee”, “observer”, etc. mean);
  • if roles affect access permissions, change roles consciously and in agreement.

Assignments​

An assignment links a participant (an employee or a team) to a project and records the participation terms. Assignments are maintained on the project card.

An assignment contains:

  • participant (employee or team);
  • project role;
  • participation period (date from / date to — “date to” is optional, meaning open-ended).

The list of assignments on the project card has an Active filter that shows only assignments whose participation period covers the current date.

It is recommended to keep assignments up to date:

  • add participants when work starts;
  • close assignments (set the “date to”) when an employee no longer participates;
  • align project roles with actual responsibilities.

Tasks do not have their own separate assignment records. A task is linked to a single assignee (employee or team) via the assignee field on the task. Visibility of the task for that user is controlled by the project-level assignment.

Access to projects​

By default, a user sees only the projects where they are assigned (directly, or as a member of an assigned team). For users who must see everything (for example, a department head or an administrator), the employee card has the “Access to all projects” flag. Enabling it lifts the project-based access filter for that user.

Typical scenarios​

Project start​

  1. Assign the project manager.
  2. Form the initial team composition.
  3. Assign roles (if used).
  4. Create tasks and assign assignees from the team.

Adding a new participant​

  1. Add the employee to the project team.
  2. Assign a role.
  3. Provide context: project description, current tasks, and status rules.
  4. Assign tasks and due dates.

Replacing an assignee on a task​

  1. Clarify the reason for replacement and leave a comment on the task.
  2. Assign the new assignee.
  3. Check due dates and dependencies.
  4. If needed, adjust the plan and inform the team.

Frequently asked questions​

Why a task cannot be assigned to an employee​

The reason is usually one of the following:

  • the employee does not have access to the project (no active assignment and no “Access to all projects” flag);
  • you do not have permission to change the task;
  • the selected task type restricts the list of statuses (which can indirectly block changes to the task).