Manage how people access your team-managed project

In team-managed projects, any permission or access you want to give people in your project is controlled on the Access page. Here you can add people to your project and give them a role so they can start collaborating on your team’s work.

This page shows:

• the list of people who have access to your project (see How to add people to your team-managed project)

• the role they have in your project

To view the Access page, select Project settings in the sidebar, then select Access.

Set the access level of your team-managed project

Team-managed projects can be personal and private. Or, they can be open for anyone on your Jira site to see. We recommend keeping your work open and accessible. Break down those silos!

But, if you want to restrict who can access your project and what they can do in it, you can change your project's access.

To change your project's access:

1. From your project's sidebar, select Project settings, then Access.

2. Under Project access, select Change project access.

3. Choose the level of access you want to give, then select Change.

Your project's access level sets who can search, view, and edit the project and its work items across your Jira site.

Team-managed projects have three, simple access levels:

• Open: When a project is open, anyone on your Jira site can view, create and edit work items in your project. With this access level, Jira gives anyone who logs into your Jira site the Member role in your project.

• Limited: When a project is limited, anyone on your Jira site can view and comment on work items in your project. But, they can't edit them or create new ones. With this access level, Jira gives anyone who logs into your Jira site the Viewer role in your project.

• Private: When a project is private, only Jira admins and people you add to the project can see it in their project directory or its work items in search results.

Your project’s access level sets general permissions for people across your Jira site. You can give specific access or permissions to individual people by creating your own project roles. Read more about project roles below.

What are roles?

In real life, people play different roles in your project work. Your team may have a dedicated scrum master, or you may work with consultants or contractors.

In team-managed projects, roles allow you to fine-tune how people access and interact with your project. Different roles may need a limited amount of access to the content of your team’s work. Or, you might want to limit what certain roles can do in your project. For example, you may want to allow only your team’s scrum masters to plan and manage your upcoming sprints. Or, you might want to prevent a consultant from changing a work item’s status.

Team-managed projects come with three roles by default. They’re our recommendation for the parts people play in simple, straightforward software projects:

• Administrator: Admins can do most things, like update settings and add other admins to the project. They can manage features, customize work types, and add rules on the board. Admins need product access to the project to get the full benefit of this role.

• Member: Members are a part of the team. They can create work items, edit them, comment on them, move them into different statuses, and generally collaborate on your project's work. Members need product access to the project to get the full benefit of this role.

• Viewer: Viewers can search and view work items in your project, but not much else. You can give any registered user on your Jira site this role without extra product access.

You can create your own roles to further customize people’s access to your project. Read more about creating roles below.

Roles in team-managed projects

Team-managed projects come with the following default roles:

• Administrator: Admins can do most things, like update settings and add other admins to the project. They can manage features, customize work types, and add rules on the board.

• Member: Members are a part of the team. They can create work items, edit them, comment on them, move them into different statuses, and generally collaborate on your project's work.

• Viewer: Viewers can search through and view work items in your project.

View a role's permissions

To see the set of permissions granted to a particular role in your project:

1. From your project's sidebar, select Project settings, then Access.

2. Select Manage roles.

3. Select the role whose permissions you want to view. See details of each available permission

Change a person's role

In addition to your project’s access level, you can use project roles to manage people’s permissions in your project.

To change the project roles assigned to a person or group:

1. From your project's sidebar, select Project settings, then Access.

2. In the person's entry on the table, select the Role dropdown menu.

3. Tick the boxes next to the roles you want the person to have.

Create a role

Team-managed projects allow you to fine-tune the level of access certain people have to your team’s work. You can create roles to customize the permissions you grant to specific people or groups.

To create a role and customize permissions:

1. From your project's sidebar, select Project settings, then Access.

2. Select Manage roles.

3. Select Create role.

4. Give the role a name and description.

5. Select the permissions that people in the role should have. See details of each available permission

6. Select Create.

Duplicate a role and its permissions

As your team matures, you might find slight differences in closely related roles on your team. Rather than recreate these roles from scratch in your project, you can use an existing role as a starting point.

To duplicate a role:

1. From your project's sidebar, select Project settings, then Access.

2. Select Manage roles.

3. Locate the role you want to duplicate and select Duplicate.

4. Adjust the role’s name and description.

5. Review the permissions that people in the role should have. See details of each available permission

6. Select Create.

Edit a role and its permissions

People’s roles on your team naturally change. Over time, you may want to give people in a certain role more power in your project, or limit what they can do.

To edit the set of permissions granted to a particular role in your project:

1. From your project's sidebar, select Project settings, then Access.

2. Select Manage roles.

3. Select the role whose permissions you want to edit.

4. Select the permissions that people in the role should have. See details of each available permission

5. Select Update.

Any permission updates you make apply to everyone who has the role in your project.

Delete a role

You can delete a role if you no longer need it in a team-managed project. For example, if you have two roles — lead and manager — that have the same permissions, you can delete one of these roles.

To delete a role:

1. From your project's sidebar, select Project settings, then Access.

2. Select Manage roles.

3. Find the role you want to delete and select Delete.

You can’t delete the default Administrator, Member, or Viewer roles that come with your project.

Deleting a role doesn’t remove people with that role from the project. How to remove people from your project