Applies to

Resource Management


Who can use this capability

You must be a Resourcing Administrator to set permission levels for people.

Set permission levels for people

Learn how Resourcing Admins can set permissions for users in their account.


  • Resource Management


You must be a Resourcing Administrator to set permission levels for people.

Only Resourcing Administrators can set permission levels. By default, new people have Portfolio Viewer permission.

Change permission levels

  1. Log into
  2. On the top right, select Settings > Account Settings
  3. Select People from the left menu options. 
  4. Choose the role column and then, from the dropdown, select a new role for the person. 
  5. Select Save

Project members

Project members need access to specific projects. They don't have assignments but with editor access, they can still run reports, schedule people, or update project settings. When you make someone a project member, the project will show up in their portfolio.

When you make a Portfolio Viewer, Portfolio Reporter, or People Scheduler a project member on a project, they become editors on those projects.

Contractors can not be project members.

If a project is connected to a Smartsheet project plan, sheet collaborators shared at Editor - Cannot Share or above can also access the project in Resource Management if they have a Resource Management license. They will be able to view the project page, schedule, and worklist. They can also edit assignments related to the project. They cannot run reports or see budget details for the project.


Resource management roles

Resourcing Administrator

People with Resourcing Administrator level access can change company account settings, alter schedules, adjust bill rates, add/remove people and projects, reset passwords, and confirm others' time.

Portfolio Editor

People at the Portfolio Editor level can create new projects or modify any existing project in the system. They can also adjust schedules for any project and allocate anyone to different projects.

People Scheduler

The People Scheduler permission level is meant for people who make day-to-day changes to the Schedule but should not have access to the project's settings. They have all the permissions of the Portfolio Editor, except the ability to create/edit projects, add/invite people, edit account settings, edit people's profiles, and confirm others' time.

Portfolio Reporter

The Portfolio Reporter permission level allows the person to see information on all projects and people within the organization, including budgets and other financial details. However, Portfolio Reporters cannot edit projects or assignments.

Portfolio Viewer

People with the Portfolio Viewer permission level (previously named Restricted Team Member) have the same access as Portfolio Reporters, except that they cannot see any financial details. Portfolio Viewers can run reports, but they can only see data for projects that they're members of.

Project Editor

People with the Project Editor permission level can create and manage projects but cannot access or modify the sensitive details of projects owned by others. They can assign people to their projects but cannot edit the assignments on projects owned by others. When assigned to someone else's project, Project Editors have the same access to that project as a Portfolio Viewer.


These people can only view their page for time tracking and their projects. Contractors can account for time only on projects that they've been assigned to by a Resourcing Administrator or Portfolio Editor.

Permission levels and capabilities

The following table lists which capabilities each permission type allows a person to access.

CapabilityResourcing AdministratorPortfolio EditorPeople SchedulerPortfolio ReporterPortfolio ViewerProject EditorContractor
Edit account settingsYesNoNoNoNoNoNo
Add and invite usersYesNoNoNoNoNoNo
Create new projectsYesYesNoNoNoYes**No
Approve time and expensesYesYesYes*Yes*Yes*Yes*Yes*
Edit projectsYesYesNoNoNoYes**No
Create assignmentsYesYesYesNoNoYes**No
Edit scheduleYesYesYesNoNoYes**No
Analytics and reportsYesYesYesYesYesYes**No
See financialsYesYesYesYesNoYes**No
View all projectsYesYesYesYesYesNoNo
View scheduleYesYesYesYesYesYesNo
View assigned projectsYesYesYesYesYesYesYes
Track timeYesYesYesYesYesYesYes
Enter expensesYesYesYesYesYesYesYes
Add tasksYesYesYesYesYesYesYes
Update statusYesYesYesYesYesYesYes

*When mapped as another person's approver

**Only projects owned by the person


There is one Account Owner for each account. This person has Resourcing Admin permissions. They are the user that registers for the free trial or signs the contract for the paid account. Learn how to change the Account Owner.



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