The Project Membership tab shows every project one person belongs to, in one place. Add them to projects, set their rates and permissions, and disable or remove their access, without opening each project's settings. It's the same data as the Members tab in project settings, so the two always match.
Who can use it and where
Administrators, Finance Managers and Portfolio Managers see the tab. Project Managers don't: the tab needs the right to manage project members across projects, which their role doesn't have.
- Team members: in Contacts, click the person on the Team tab.
- External contacts, such as a customer's staff or a contractor: click the person on the Company Contacts tab.
The popup has three tabs: Details, Project Membership and Approvers. Open Project Membership.
A project membership isn't enough on its own. To open a project, the person needs at least the Project Collaborator role, and to log time on it, Timesheet/Expense User. External contacts can have both. Give roles on the Details tab under Assign Roles. See managing users and contacts.
Add the person to projects
The Default Project Membership panel is at the top of the tab.
Click Add to projects… and tick the projects. They're grouped by customer, and you can type to search. Your choices appear as tags in the field; click a tag's x to drop it.
Click + Add and confirm.
The projects appear in the list straight away.
To add the person to every active project they aren't on yet, click All existing projects at the top of the list instead, and confirm. The number beside it shows how many projects that is. For an external contact, that includes your other customers' projects.
New memberships start with the person's default billable and cost rates from their contact record. Timesheet entry allowed? is ticked if they have the Timesheet/Expense User or Administrator role, Timesheet approval required? follows the project's setting, and the approver options follow their approver roles. Change any of these per project afterwards.
For team members, the panel also has an Add to all new projects switch. It adds them to every project created from now on, not to existing ones. It's saved when you click Save at the bottom of the popup.
You can also add people to projects when you create them. Add Team Member has Add to all new projects, Add to all existing projects and Add to specific projects; Add External Contact has Add to specific projects. To add several people to one project, use Add People in the project's settings.
Find projects in the list
The list shows 50 projects a page. Archived projects aren't listed. To narrow it down, use Search projects (project or customer name) and the Customer, Category, Tag and Status filters. Status starts on Active, the projects where the person's access is on. Choose Access disabled or All to see the others.
Each row shows the customer and category under the project name, then these columns:
- Billable and Cost: the person's hourly rates on this project. A dash means no rate.
- Budget hrs: hours budgeted for them, if any.
- Timesheet access: Entry allowed or No entry, plus Approval required when their time on this project needs approval.
- Roles: Admin for Administrators, Finance Managers and Portfolio Managers; Project Manager for a Project Manager who can manage this project's settings; Timesheet Approver and Expense Approver when those options are ticked.
- Access: Enabled, or Disabled in red.
Change one project
Click a row to open the Project Membership popup for that project. It has the same options as Person Details in project settings:
- Billable Rate, Cost Rate and Budget Hours.
- Project Roles: Can Manage this Project's Settings, Can manage Project Member Cost & Billable Rates, Can manage Fixed Amounts on project, Project Timesheet approver? and Project Expense approver?.
- Timesheet Permissions: Timesheet entry allowed? and, under it, Timesheet approval required?.
- Task Permissions: Create, Update, Delete and Comment.
- Receive Project Budget Alerts and Disabled Project Access.
A warning such as "User does not have global Timesheet User rights" means the person lacks the account role that option needs. Click Save. To take the person off the project, click Remove from project at the bottom left.
A new rate here applies to new time only. To update existing timesheets, see updating rates on existing timesheets.
Change several projects at once
Tick the projects, or tick the box in the header to select the whole page. When there are more pages, Select all … matching selects every project that matches your filters. The bar above the list offers:
- Disable access and Enable access.
- Set rates…: enter a Billable Rate, a Cost Rate or both, then click Apply to selected. A blank field keeps each project's current rate.
- Remove: takes the person off the selected projects, after you confirm.
Added, but they can't log time
A project only appears in someone's timesheet when Timesheet entry allowed? is ticked for them on that project. Avaza ticks it when they join, but only if they already have the Timesheet/Expense User or Administrator role. Giving them the role later doesn't change the projects they're already on.
Those projects show No entry under Timesheet access. Click each one, tick Timesheet entry allowed? and click Save. It's the same option as in a project's settings, where you click the person on the Members tab to open Person Details. There's no bulk action for it.
Disable or remove?
Disable access keeps the person on the project, with their rates and settings, but stops them opening it. Turn it back on at any time. It isn't possible while they have active recurring expenses on the project, or active recurring tasks assigned to them there. Stop or reassign those first.
Remove deletes the membership and the person's schedule bookings on that project. Their tasks stay assigned to them. You can't remove someone who has logged time on the project, so disable their access instead. In a bulk action, Avaza skips those projects and tells you why.
When someone leaves, archive them rather than removing them project by project. See archiving users.
Saving
Changes to memberships save as soon as you make them: adding, editing, bulk actions and removing. The Details tab and the Add to all new projects switch only save when you click Save at the bottom of the popup. Close keeps the membership changes you've already made.