A project’s Collaborators tab shows its team: the members, their role in the project and their task workload. This is where you add someone to the project, change their role, block or remove them. This article is aimed at project leads and anyone who manages project teams.
Before you start #
- Reading the tab requires the Project — Overview tab permission and being a member of the project, unless you are a cross-project manager (see Getting started with project management).
- Managing the team requires the Project assignment permission at the Execute level, and being, in this project, its project manager or a “lead” (the main assignee of at least one task in the project), with a role that writes in the project. Cross-project managers manage every team.
- Without these permissions, the tab is read-only: there is no Add member button, and roles are displayed without being editable.
Reading the team #
Open the project, Collaborators tab. The header gives the number of collaborators, followed by one card per person.
Each card shows:
- the person’s name and job title;
- their role in the project, and the Blocked label if they are blocked;
- the number of tasks where they are main assignee or collaborator, those overdue, and the share completed;
- the breakdown Done, In progress and To do, or “No tasks assigned”.
The list brings together the project’s members followed by the people working on a task.
Roles in the project #
- Project manager: writes in the project, manages its team, freezes the schedule. Whoever creates the project gets this role.
- Developer: writes in the project (tasks, sub-tasks, comments). This is the role given to every new member.
- Viewer: reads the project without changing anything.
- Consultant: reads the project without changing anything.
These roles come on top of the permissions of your Illizeo role: a developer without the Project task permission at the Execute level cannot edit tasks; a viewer with that permission stays read-only in this project.
Adding a member #
- Click Add member.
- In the Add member window, find the person with Search an employee… and select them. Employees who are already members are not offered.
- Click Add. The message “Member added” confirms it.
The person joins the project as a Developer and is notified. Change their role afterwards if needed. Assigning a task to someone who is not a member also adds them to the project as a developer.
Changing a member’s role #
- On the member’s card, click their role.
- Choose the new role from the list. The message “Role updated” confirms it, and the person is notified.
Appointing a project manager, or taking that role away from someone, is reserved for an active project manager of the project and for administrators. The last active project manager cannot demote themselves: appoint another project manager first.
Blocking or removing a member #
The icon on the right of the card depends on the member’s situation:
- Remove (bin): for a member with no tasks. Confirm in the Remove member window: the person leaves the project; you can add them back at any time.
- Block: for a member who has tasks. Confirm in the Block member window. The person can no longer act on the project or see it, but their task assignments and history are kept. The message “Member blocked” confirms it.
- Reactivate: on the card of a blocked member, restores their access to the project. The message “Member reactivated” confirms it.
A blocked member no longer counts in My projects and can no longer log time or expense reports against the project. The last active project manager cannot block or remove themselves.
Good to know #
- A person who leaves the company is automatically blocked in all their projects; they remain visible, marked Blocked.
- Every addition, removal, block, reactivation and role change is traced in the project’s recent activity.
- The person concerned is notified when they are added to the project, removed from it or have their role changed.
- On very large projects, if not all tasks can be read, only Block is offered and a notice explains why.
Frequently asked questions #
Why can I only block this member, not remove them? #
They have tasks in the project. Removing them would leave those tasks without an owner; blocking them keeps their assignments and history.
I am project manager but I can’t see Add member. #
Your Illizeo role does not have the “Project assignment” permission at the Execute level. Ask your administrator for it.
How do I hand the project over to someone else? #
Make that person Project manager then, if you wish, change your own role. That way the project always keeps at least one active project manager.
