Permissions feature is available only in the paid tiers.
Implementing permissions at a team level is as equally important as assigning permissions at a user level. With any organization, it is easy and the most often choice of access management to be at a team level as it makes the decision on who need to collaborate or work on something together.
With team permissions, whoever is in the team will get access to the plan or dashboard, and there is no need to un-assign/assign an individual if they leave/join a team which can be hideous to manage.
Assigning permissions at a team level is not available in Reports.
When a team is assigned permission to a plan or dashboard, by default
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it'll automatically inherit only view access. You can manually change it to edit access later.
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Team members with Admin role will have view and edit access to all the plans and dashboards. Even if the team is assigned only a view access, being an admin, they'll automatically inherit the edit access.
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(Applicable for Essentials and Enterprise+ tiers)Those with Viewer role will only have view access to the plans or dashboards that the team is assigned to. Even if the team is assigned an edit access, being a viewer, they'll automatically inherit only the view access, and the platform does not allow to give them edit access to any functionalities.
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If a team member is removed from the team, they'll lose all access that the team has.
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If a team member owns or collaborates on a plan or is the owner of a dashboard, then they'll automatically inherit edit access. You need to manually change their access from the Share modal, once they're removed from the team.
When a team is assigned to a plan, the team owner automatically inherits the ownership of the plan and their name is listed with the plan name in the "Recently viewed" cards section in the "All plans" page.
How to assign permissions to a team?
You can assign permissions to a team for a plan or dashboard in your workspace. By default, Admin roles have an overriding access level, and inherit edit access.
Plans:
Click Share across the plan's name from the Planner page. Type the names of the teams and select them. You can select more than one team to share the plan with. Assign them can edit or can view permissions.
If you're selecting more than one team but want different accesses, then
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either select all those teams and give them same access - can edit or can view, and click Share. Later against the relevant team's dropdown, assign them the permission as you wish.
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or, share the plan with one team at a time and select the permission accordingly.
Irrespective of assigning a "view" access at a team level, the team members who own or collaborate on the goals in that plan will still be able to edit those goals while retaining only view access to the plan. Even if they own or collaborate on an objective, they'll not be able to edit the measures, actions or projects beneath that objective.
Team permissions are applicable only for Plans and Dashboards. You cannot assign permission to a team for Reports from its Share modal.
While you're assigning permissions to a team that has viewers, you'll see a modal like this:
You can click Invite anyway, and they'll retain only the view access to the plan, even if the team has edit permissions.
Click Upgrade to upgrade their role to Admin, Manager or Contributor to have edit permissions.
Note that, when you're assigning a team to a plan, the team will automatically inherit can view access. You can later change it to can edit from the Share modal.
If you wish to give other users who're not your team members access to a plan, you can start giving access to them by typing in their names or mail ids, and giving them access as "can view", or "can edit", and click Share. These persons will be notified.
Please note that you cannot revoke access of an Admin. Also, you cannot assign edit permissions to a Viewer.
If a team member is removed from the team, then they'll lose the access that the team has, unless they own or collaborate on a goal in that plan. You need to change their access manually from the Share modal.
Dashboards:
Click Share across the dashboard's name, type the names of the teams and select them. You can select more than one team to share the dashboard with. Assign them can edit or can view permissions.
If you're selecting more than one team but want different accesses, then
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either select all those teams and give them same access - can edit or can view, and click Share. Later against the relevant team's dropdown, assign them the permission as you wish.
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or, share the dashboard with one team at a time and select the permission accordingly.
While you're assigning permissions to a team that has viewers, you'll see a modal like this:
You can click Invite anyway, and they'll retain only the view access to the dashboard, even if the team has edit permissions.
Click Upgrade to upgrade their role to Admin, Manager or Contributor to get edit permissions.
If you wish to give other users who're not your team members access to a dashboard, you can start giving access to them by typing in their names or mail ids, and giving them access as "can view", or "can edit", and click Share. These persons will be notified.
Please note that you cannot revoke access of an Admin. Also, you cannot assign edit permissions to a Viewer.
If a team member is removed from the team, then they'll lose the access that the team has, unless they own the dashboard or given exclusive permissions individually from the Share modal. You need to change their access manually from the Share modal.
FAQs
Can a Viewer be assigned ownership of a plan or dashboard?
NO. It's a view-only seat which provides you with just viewing and commenting functionalities. The platform will not allow you to enable edit access to a viewer role, and only if you upgrade their role to a collaborator, or manager, or admin, will it be possible to give them edit access or ownership to a plan or dashboard.
A user was removed from the team but I can still see that they hold edit access to the plan.
Check if they own or collaborate on a goal in that plan, If yes, then their access will not be revoked when they're not part of the team and you need to manually change their access from the Share modal.
Why am I unable to change permissions of collaborators in plans?
Owners and Collaborators are the people working on the outcomes in a plan. These people retain rights to edit the goals they own or collaborate in the plan even when the plan is set to can view or private for everyone in the workspace.
But we still encourage for everyone to be open and collaborative and if you want to restrict some people from editing the parts of the plan, it’s an ideal time to break the plan down into smaller parts.
Can I restrict only certain team members to have edit permissions and the others to have view permissions?
Yes. Assign the team can view access. Now, assign the individual team members whom you wish to edit the plan or dashboard to have can edit permissions. This way, while your team has view access, only certain team members will hold edit access. Please note that, Admins will have overriding permissions.
Can we revoke edit permissions of an Admin?
No. Admins have an overriding access permissions and will always retain edit permissions.
What happens if a viewer is part of a team which is assigned edit access?
You'll see a modal listing the viewers in that team, and you can either click Invite anyway to invite them to share the access, or click Upgrade to upgrade their roles to Admin, Manager or Contributor to enjoy full access.
When they're invited without upgrading, they'll still retain only the view access and will not be able to edit.