Set permission levels for people

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

Change permission levels

1. Open Account Settings.
   1. If you are working in Resource Management in Smartsheet, select the kebab menu in the top right corner, then select Account Settings.
   2. If you are working in standalone Resource Management, select Settings > Account Settings. 
2. Select People from the left menu options. 
3. Choose the role column, and then, from the dropdown, select a new role for the person. 
4. Select Save. 

Project members

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

When you make a Portfolio Viewer, Portfolio Reporter, or People Scheduler, a project member, they become editors on those projects.
Contractors cannot be project members.

If a project is connected to a Smartsheet project plan, sheet collaborators shared at Editor - Cannot Share or above can access the project in Resource Management if they have a Resource Management license. They can 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 or modify new projects in the system. They can also adjust project schedules and allocate people 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 they can only see financial details for projects if they are added as members. Portfolio Viewers can see financials and run reports only for projects 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.

Contractor

These people can only view their time-tracking page 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.

*When mapped as another person's approver

**Only projects owned by the person

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

If a project owner's permission level changes to a People Scheduler, Portfolio Reporter, Portfolio Viewer, or Contractor, then they are unassigned from any projects where they are owners. The project owner for those projects is set to None.