Use groups for project access

Groups are the easiest way to keep project access maintainable. Add people to a group once, then grant that group access to the projects it owns or reviews.

When to use a group

Use a group when:

1. Several people need the same project access.
2. Team membership changes over time.
3. Onboarding should automatically give access to a set of projects.
4. You want access to match real teams such as Engineering, Customer Success, Leadership, or Finance.

Use direct project grants for one-off exceptions.

Create a group

1. Open Organisation Settings.
2. Open Groups.
3. Enter a clear group name.
4. Add a short description when the purpose is not obvious.
5. Create the group.
6. Add members.

Good group names are boring and specific:

• Engineering
• Customer Success
• Leadership
• Finance Review
• Project Phoenix Delivery

Avoid vague names such as Special Access or Important People.

Add a person to a group

1. Open Organisation Settings.
2. Open Groups.
3. Find the group.
4. Add the person.
5. Confirm the group member count changed.
6. Tell the person which projects the group can access.

Group membership can grant access to several projects. Check the group purpose before adding someone.

Remove a person from a group

1. Open Organisation Settings.
2. Open Groups.
3. Find the group.
4. Remove the person.
5. Review whether they also have direct project roles.
6. Remove direct roles if they should no longer have access.

Removing someone from a group does not remove direct project roles.

Grant a group access to a project

1. Create or update the group in Organisation Settings > Groups.
2. Open the project and choose Access > Groups.
3. Select Add group, choose the group, and assign one or more project roles:
   • Viewer for read-only stakeholders.
   • Member for people who should edit tickets.
   • Lead or Admin for project owners.
4. Ask one group member to confirm they can access the project.
5. Ask one non-group member to confirm they cannot access it if the project is restricted.

Change a group's project role

1. Open the project and choose Access > Groups.
2. Find the group and select Edit roles.
3. Select or clear roles. Permissions from every selected role are combined.
4. Tell the group what changed.

Changing a group role affects every member of that group.

Use groups for read-only stakeholders

1. Create a stakeholder group, such as Leadership Review.
2. Use the built-in Restricted project scheme or an appropriate custom scheme.
3. Grant Leadership Review the Viewer role from the project's Groups access tab.
4. Grant the delivery team the Member role.
5. Grant project owners Lead or Admin.

This keeps stakeholders informed without letting them accidentally change tickets.

Keep groups clean

Review groups when:

1. A person joins or leaves the organisation.
2. A person changes teams.
3. A customer project starts or ends.
4. A project becomes sensitive.
5. A group is used for more than one project.

For each group, check:

• Does the name still match the team?
• Are all members still correct?
• Does the group have access to the right projects?
• Is the group role too powerful anywhere?

Related guides: Control who can access a project, Review access before sensitive work, Onboard a workspace and teammates.