You give people roles under Assign Roles when you add or edit them in Contacts. There are four reasons a role won't save or can't be ticked.
"Your account has reached the limit of …"
This message appears when you click Save and your subscription has no free licence left for that role. The roles with a limit are:
- Timesheet/Expense User (team members and external contacts both count);
- Administrator and Finance Manager, which share one Admin/Finance limit;
- Scheduling User;
- Chat User (team members only).
Other roles have no limit. To fix it, either free a licence by removing the role from someone who no longer needs it, or archiving someone who has left (see user licences), or add more users.
Add extra users
Only Administrators can change the subscription.
Go to Settings › Avaza Subscription.
Under Manage Plan Addons, click Edit next to the user type you need: Current Extra Timesheet/Expense Users, Current Extra Admin/Finance Users, Current Extra Scheduling Users or Current Extra Chat Users.
In Revise Extra … Users, type the new total of extra users, not the number you're adding.
For example, if you have 3 extra Timesheet/Expense Users and need one more, type 4. Avaza shows how many additional users you'll be charged for.Click OK, then go back and assign the role.
Current Usage on the same page shows how many of each you use and how many your plan includes.
Add-ons aren't available on the Free plan: upgrade with Upgrade your plan instead. Each paid plan also caps how many extra Timesheet/Expense and Admin/Finance users you can add. Avaza tells you when you reach the cap, and then the way to get more is a bigger plan. For what each plan includes, see the comparison of plans and managing your subscription.
The role is greyed out
Administrators, Finance Managers, Portfolio Managers and Project Managers can all edit contacts, but only an Administrator can give these roles: Portfolio Manager, Scheduling Manager, Finance Manager, Timesheet Approver, Expense Approver and Administrator, plus Customer Finances for external contacts. Other people see them greyed out. See Project Manager and Portfolio Manager roles.
Administrators can't remove the Administrator role from themselves. Another Administrator has to do it.
The role isn't in the list
External contacts, such as a customer's staff or a contractor, can only have Project Collaborator, Timesheet/Expense User, Scheduling User, Chat User, Timesheet Approver and Customer Finances. The other roles are for team members only. An external contact can't be moved to the Team tab, and Avaza won't add a team member with an email address that an external contact already uses. See managing users and contacts.
You can't open Contacts
Only Administrators, Finance Managers, Portfolio Managers and Project Managers see Contacts in the left menu. Ask one of them to assign the role.