The Project Membership tab lets you see and manage every project a person belongs to from one place. It is available when editing both Team Members and External Contacts. You can add the person to projects, set their rates and budget hours, control their project roles and permissions, and disable or remove their access, without opening each project’s settings.
Changes made here are the same as changes made in Project Settings > Members, so the two always stay in sync.
Who can use it
The Project Membership tab is available to Administrators and Portfolio Managers, who can perform every action on it. It is not shown to users with the Project Manager role.
Where to find it
- Team members: go to Contacts > Team and click the team member you want to edit.
- External contacts: go to Contacts > Company Contacts and click the contact you want to edit.
The edit popup shows the person’s photo, name, job title and email at the top, so it is always clear whose record you are working on. Below that are three tabs: Details, Project Membership and Approvers. Select Project Membership. The tab works the same way for team members and external contacts.
Adding a person to projects
The Default Project Membership panel at the top of the tab controls which projects the person is added to.
Add to all new projects
Switch this toggle on to automatically add the person to every project created from now on. This is useful for people who need visibility across all work, such as managers, finance staff or account admins. It does not add them to projects that already exist. Click Save at the bottom of the popup to apply this setting.
Add to existing projects
- Click the Add to projects… dropdown. Projects are grouped by customer, and you can type to search.
- Tick the projects you want. To add the person to every active project they are not already a member of, choose All existing projects at the top of the list. The number on the right shows how many projects that covers.
- Your selections appear as tags in the field. Click the x on a tag to remove it.
- Click + Add and confirm. The projects appear in the membership list straight away.
New memberships start with the person’s default rates and permissions. You can adjust them per project afterwards.
Finding projects in the list
The membership list shows the projects the person belongs to, 50 per page. Archived projects are not listed. Use the controls above the list to narrow it down:
- Search projects finds projects by project or customer name.
- Customer shows only projects for a specific customer.
- Category shows only projects in a specific project category.
- Tag shows only projects with specific project tags.
- Status defaults to Active, which shows projects where the person’s access is enabled. Switch to Access disabled to see projects where their access has been turned off, or All to see both.
Understanding the columns
Each row shows one project, with the customer and category underneath the project name. The columns match the Members table in Project Settings.
| Column | What it shows |
|---|---|
| Billable | The person’s billable hourly rate on this project. A dash means no rate is set. |
| Cost | The person’s hourly cost rate on this project. |
| Budget Hrs | The hours budgeted for this person on the project, if any. |
| Timesheet Access | Entry allowed or No entry, plus Approval required when the person’s timesheets on this project need approval. |
| Roles | Key project roles the person holds on this project, such as Timesheet Approver or Expense Approver. A dash means none. |
| Access | Enabled, or Disabled (shown in red) when the person’s access to the project has been turned off. |
Editing membership for a single project
Click any project row to open the Project Membership popup for that project. The project and customer name appear in the popup title. These are the same settings you see when editing a member in Project Settings.
Rates and budget
- Billable Rate – the hourly rate charged for this person’s time on the project.
- Cost Rate – the hourly cost of this person’s time on the project.
- Budget Hours – the number of hours budgeted for this person on the project.
Project roles
- Can Manage this Project’s Settings
- Can manage Project Member Cost & Billable Rates
- Can manage Fixed Amounts on project
- Project Timesheet approver?
- Project Expense approver?
Timesheet permissions
- Timesheet entry allowed? – lets the person log time against the project.
- Timesheet approval required? – when ticked, the person’s timesheets on this project must be approved. This option is only available when timesheet entry is allowed.
Task permissions
Tick the actions the person can take on tasks in this project: Create, Update, Delete and Comment.
Other options
- Receive Project Budget Alerts – sends the person this project’s budget alert notifications.
- Disabled Project Access – turns off the person’s access to the project without removing them from it. Their rates and settings are kept, so you can re-enable them later.
Click Save in the popup to apply your changes. They take effect immediately. To take the person off the project entirely, click Remove from project in the bottom left of the popup.
Updating several projects at once
Tick the checkbox next to each project you want to change, or tick the checkbox in the header row to select every project on the page. [Confirm in build: “select all N matching” option across pages.] An action bar appears above the list showing how many memberships are selected, with four options:
- Disable access – turns off the person’s access to the selected projects while keeping them as a member.
- Enable access – restores access to the selected projects.
- Set rates… – updates the billable and cost rates across the selected projects.
- Remove – removes the person from the selected projects after you confirm. Their assigned tasks stay assigned and their logged time is kept. Only the membership is removed.
Setting rates in bulk
- Select the projects and click Set rates….
- Enter a Billable Rate, a Cost Rate, or both.
- Leave a field blank to keep the current value. Blank fields are left unchanged on the selected memberships, so you can update cost rates without touching billable rates, or the other way round.
- Click Apply to selected.
Saving your changes
Two types of change are saved differently on this tab:
- Membership changes save immediately. Adding the person to projects, editing a membership, bulk actions and removals all take effect as soon as you make them. You do not need to click the main Save button.
- Details and defaults need Save. Changes on the Details tab and to the Add to all new projects toggle only apply once you click Save at the bottom of the popup.
Click Close to exit. Any membership changes you already made remain in place.
Common questions
Does this tab work for external contacts too? Yes. The Project Membership tab appears on both Edit Team Member and Edit External Contact, and works the same way on each.
I’m a Project Manager. Why can’t I see the tab? The tab is only available to Administrators and Portfolio Managers.
What is the difference between disabling access and removing someone from a project? Disabling access keeps the person as a project member, with their rates and settings intact, so you can re-enable them later. Removing deletes the membership, although their assigned tasks and logged time are kept.
What happens to logged time if I remove someone from a project? Nothing. Logged time is retained and assigned tasks stay assigned.
Why can’t I see an archived project in the list? Archived projects are not shown on this tab.
Does changing a rate here update existing timesheets? No it does not. Please check How can I update cost or billable rate in bulk for a user on existing projects / timesheets?