Team Permissions

Effective team management starts with proper permission settings. This guide will help you:

• Understand the different permission levels available
• Set appropriate access for various team members
• Protect sensitive information while enabling collaboration
• Adjust permissions as your project evolves
• Troubleshoot common permission issues

With the right permission settings, you can maintain control of your project while allowing team members to contribute effectively.

Home Renovation Pro offers several permission levels to accommodate different team roles:

Owner (You)

• Full access to all project areas and settings
• Can add or remove team members
• Can set and modify permissions for all users
• Has access to billing and subscription information
• Cannot be removed from the project

Admin

• Nearly full access to project content and settings
• Can add team members (but cannot modify Owner permissions)
• Can modify permissions for non-Admin users
• Has access to all project data including financial information
• Cannot delete the project or change subscription details

Editor

• Can edit most project content
• Can add comments and participate in discussions
• Can upload and modify documents
• Cannot add or remove team members
• Cannot modify project settings

Limited Editor

• Can edit specific sections assigned by Admins or Owners
• Can comment on any visible content
• Can upload documents to specific areas
• Cannot see restricted sections

Viewer

• Can view content but cannot make edits
• Can add comments if comment permissions are enabled
• Cannot upload or modify documents
• Can download documents if download permissions are enabled

Follow these steps to set or modify permissions for your team members:

When Adding a New Team Member

1. From your project dashboard, click "Team" in the main navigation
2. Click "Add Team Member" button
3. Enter their email address and name
4. Select their role from the dropdown menu
5. If choosing "Limited Editor," select which sections they can access
6. Set additional permissions:
   • Financial visibility (budget, expenses, etc.)
   • Document download permissions
   • Comment and discussion access
7. Add a personalized message (optional)
8. Click "Send Invitation"

Modifying Existing Permissions

1. Go to the "Team" section
2. Find the team member in the list
3. Click the three dots (⋮) next to their name
4. Select "Edit Permissions" from the dropdown
5. Make the desired changes
6. Click "Save Changes"

For Limited Editors, you can grant access to specific project sections:

Available Section Controls

• Overview: Project summary and status information
• Tasks: Project tasks and to-do items
• Timeline: Project schedule and milestones
• Budget: Financial information and expense tracking
• Documents: Project files and folders
• Photos: Project image gallery
• Notes: Project notes and documentation
• Team: Team member list and contact information

Setting Section Permissions

1. When editing permissions, scroll to "Section Access"
2. Toggle access for each section on or off
3. For sections with additional controls (like Documents), expand the section to set detailed permissions
4. For each enabled section, choose:
   • View Only: Can see but not edit
   • Edit: Can view and make changes

Document Folder Permissions

For the Documents section, you can set permissions at the folder level:

1. Expand the Documents section in permissions
2. Click "Set Folder Permissions"
3. For each folder, select:
   • No Access: Folder is hidden
   • View Only: Can see files but not modify
   • Full Access: Can add, edit, and delete files

Here are suggested permission configurations for common team roles:

For Family Members/Co-Owners

• Role: Admin
• Financial Access: Full
• Document Access: Full with download permissions
• Rationale: Co-owners typically need full visibility and control

For General Contractors

• Role: Limited Editor
• Section Access:
  • Overview: View
  • Tasks: Edit
  • Timeline: Edit
  • Budget: View (or No Access if sensitive)
  • Documents: Selective folder access
  • Photos: Edit
  • Notes: View
  • Team: View
• Rationale: Contractors need to update progress and access relevant documents, but may not need access to all financial details

For Specialized Subcontractors

• Role: Limited Editor
• Section Access: Restricted to only relevant sections (e.g., their specific tasks, timeline portions, and relevant documents)
• Financial Access: None
• Rationale: Subcontractors typically only need access to information directly related to their work

For Designers/Architects

• Role: Editor
• Financial Access: Limited (budget categories relevant to design)
• Document Access: Full with upload/download permissions
• Rationale: Design professionals need to share and access plans, specifications, and inspiration materials

As your project evolves, you'll need to adjust permissions accordingly:

Regular Permission Reviews

• Schedule monthly reviews of team permissions
• Verify that team members have appropriate access for current project phase
• Remove unnecessary access for completed phases
• Grant additional access for upcoming work

Temporary Access

For short-term team members:

1. Set a calendar reminder to review their access when their work is complete
2. Consider using the "Temporary Access" feature:
   • When editing permissions, enable "Set Access Expiration"
   • Select the date when access should end
   • The system will automatically downgrade to Viewer on that date

Removing Team Members

When someone is no longer involved in the project:

1. Go to the Team section
2. Find their name in the list
3. Click the three dots (⋮) menu
4. Select "Remove from Project"
5. Confirm the removal

Removed members will lose all access to the project and receive an email notification.

Common permission problems and their solutions:

Team Member Can't Access Content

1. Verify they've accepted the invitation and created an account
2. Check their permission level in the Team section
3. For Limited Editors, confirm section access is enabled
4. Check if content is in a restricted folder
5. Have them try logging out and back in
6. Check if they're using the correct email address

Team Member Can't Edit Content

• Verify they have Editor or Limited Editor permissions
• For Limited Editors, check if they have "View Only" or "Edit" access to that section
• Ensure the content isn't locked for editing by another user
• Check if the content is in a template section (which may have restricted editing)

Permission Changes Not Taking Effect

• Ask the team member to refresh their browser
• Have them log out and log back in
• Clear browser cache and cookies
• Try accessing from a different device
• Contact support if the issue persists