This article relates to Sage PSA. For help with Forecast, see Forecast Help Center.
Permission profiles enable access to the Sage PSA platform based on roles or workflows. Five default profiles exist, while new, customized profiles can also be created.
This article covers:
- Overview of permission profiles
- Access rights by permission level
- Managing permission profiles
- Related articles
Overview of permission profiles
By default, standard permission profiles control the level of access your users have within Sage PSA.
- Admin: Unrestricted access to the entire platform and configuration of the company's settings from the Admin Panel.
- Controller: Access to all project-related actions for assigned projects.
- Manager: View and edit their team's work, time registrations and schedule.
- Coordinator: View and edit their team's work, time registrations and schedule.
- Collaborator: Create, view, and edit tasks on projects they are assigned to and register time.
Access rights by permission level
The following chart outlines the default access level for each permission profile.
| Admin | Controller | Manager | Coordinator | Collaborator | Virtual | |
| Access to Admin panel | ✔️ | ❌ | ❌ | ❌ | ❌ | ❌ |
| Access all projects | ✔️ | ❌ | ❌ | ❌ | ❌ | ❌ |
| Access assigned projects only | ✔️ | ✔️ | ✔️ | ✔️ | ❌ | |
| Create new projects | ✔️ | ✔️ | ✔️ | ✔️ | ❌ | ❌ |
| View project settings | ✔️ | ✔️ | ✔️ | ✔️ | ❌ | ❌ |
| Create phases, workflow columns, sprints | ✔️ | ✔️ | ✔️ | ✔️ | ❌ | ❌ |
| Create and edit tasks | ✔️ | ✔️ | ✔️ | ✔️ | ✔️ | ❌ |
| View and manage resource utilization of project team members | ✔️ | ✔️ | ✔️ | ✔️ | ❌ | ❌ |
| View own utilization | ✔️ | ✔️ | ✔️ | ✔️ | ✔️ | ❌ |
| Register time for other team members | ✔️ | ✔️ | ✔️ | ✔️ | ❌ | ❌ |
| Register time for themselves | ✔️ | ✔️ | ✔️ | ✔️ | ✔️ | ❌ |
| Approve timesheets (Non-Admin users must be named Project Owner) | ✔️ | ✔️ | ✔️ | ✔️ | ❌ | ❌ |
| Lock timesheets | ✔️ | ❌ | ❌ | ❌ | ❌ | ❌ |
Note: Virtual is a "mock" or "ghost" user that is primarily used for planning, testing, integrations, or as a placeholder for future team members. These resources can not log in to Sage PSA.
Managing permission profiles
Admins are the only permission with access to create or edit permission profiles. All permission profiles, except Admin, can be edited to include or remove certain permissions.
The chart below lists each of the permissions available and the access permitted if enabled. Some permissions may also enable additional permissions by default.
| Permission | Access | Additional permission enabled by default |
|---|---|---|
| Access all projects and programs | Access to all projects on the account, independent of being part of the project team. | |
| Read data access for all projects and programs | Makes it possible to view data from all projects and programs, without requiring or granting edit access to all projects and programs. | |
| Share Schedule Projects (All Timelines) | Ability to share the Schedule Projects (All Timelines). | Manage projects, Manage phases, Manage sprints, Manage workflow columns |
| Manage programs | Access to create new programs, add/remove projects from a program and manage projects. | Manage projects, Manage phases, Manage sprints, Manage workflow columns |
| Manage projects | Access to create new projects and access all project settings, including creation of phases, sprints and clients as well as access to all resources from Schedule People and Project Timeline. | Manage phases, Manage sprints, Manage workflow columns, Approve allocations is also default enabled but can be deselected. |
| Manage phases | Access to create, edit and delete phases in projects. | |
| Manage sprints | Access to create, edit and delete sprints in projects. | |
| Manage workflow columns | Access to create, edit and delete workflow columns in projects. | |
| Approve allocations | Access to change soft allocations into hard allocations and staff placeholders. | Manage projects all all its additional permissions; cannot be deselected. |
| See and manage retainer periods | Access to Retainer Tracking in projects and the ability to create, edit and delete retainer periods. | Manage projects, Manage phases, Manage sprints, Manage workflow columns. |
| Invite new team members | Access to invite new team members to the account. | |
| Edit another person's comment | Access to edit and delete other user's comments on tasks. | |
| View All Timelines Page | Ability to view All Timelines page. Does not entail ability to make changes. | |
| View People Schedule Page | Ability to view People Schedule. Does not entail ability to make changes. | |
| View Demand Page | Ability to view Demand. Does not entail ability to make changes. | |
| View Capacity Overview Page | Ability to view Capacity Overview. Does not entail ability to make changes. |
To create a new permission profile
- Click Admin on the top bar.
- Select Permissions from the dropdown.
- At the bottom of your existing profiles, type in the empty text field the name of the new profile.
- Click on the + button.
- Once the permission profile is created, click Edit to select the access rights and permission for this specific role.
- Click Save.
To edit an existing permission profile
- Click Admin on the top bar.
- Select Permissions from the dropdown.
- Click on the Edit button.
- Select the permissions that you would like to enable or disable for that particular profile
- Click Save.
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