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Overview

Access groups let you limit which projects a member can see and work in. By default, every member of an organization has full access to all of its projects. Once you add a member to one or more access groups, they can only reach the projects those groups grant — everything else disappears from their view. Use access groups when you want to give external collaborators, contractors, or focused teams access to only the projects that concern them, without spreading that access across your whole organization.
Access groups only restrict Collaborators and Viewers. Organization Admins always have full access to every project and are never limited by a group.

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How Access Works

Access groups follow a simple, additive model:
  • A member in no group has full access. Until you place someone in a group, they can see every project in the organization.
  • A member in one or more groups sees the union of those groups’ projects. If a member belongs to two groups, they can reach the combined set of projects from both.
  • Admins are never restricted. Their access is always organization-wide, regardless of any group.
Because a member with no group keeps full access, adding someone to their first bounded group is the moment their access actually narrows. The app asks you to confirm this step so it’s never a surprise.

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Opening Access Groups

1

Go to Settings

Navigate to your organization’s Settings.
2

Open the Access Groups tab

Select the Access Groups tab, located between Members and Security.
The Access Groups page lists every group in your organization, showing each group’s name, its member count, and how many projects it grants (or All projects if it covers everything).
Only Admins can create, edit, or delete access groups and manage their members and projects.

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Creating a Group

1

Click Group

Click the + Group button at the bottom of the Access Groups page.
2

Name the group

Enter a descriptive name, such as External accountants or Marketing team.
3

Create

Click Create. The new group starts empty — add members and projects next.

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Managing Members

Open a group’s three-dot menu and select Members to control who belongs to it.
1

Add a member

Use the Add member dropdown to select an organization member. Admins appear as Full access and cannot be added — they aren’t restricted by groups.
2

Confirm the first restriction

If the member currently has full access (they’re in no other group) and this group is limited to specific projects, you’ll be asked to confirm. Adding them cuts their access down to only the projects their groups grant.
3

Remove a member

Click Remove next to any current member to take them out of the group.
Removing a member from their last remaining group returns them to full access across the organization.

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Managing Projects

Open a group’s three-dot menu and select Projects to choose which projects it grants.
1

Select projects

Check the projects this group should grant access to. Changes save immediately.
2

Or grant all projects

Turn on All projects (incl. future) to grant access to every project in the organization, including any created later. While this is on, the individual project checkboxes are disabled.
A group set to All projects gives its members organization-wide project access while still keeping them in the group. Turn the toggle off to return to a specific list of projects.

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Editing a Group

From a group’s three-dot menu, select Edit to rename the group or toggle its All projects setting.

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Deleting a Group

From a group’s three-dot menu, select Delete and confirm.
Deleting a group cannot be undone. Any member who belonged only to that group — and to no other group — returns to full access across the organization.

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Assigning Groups When Inviting

You can place a new member into access groups at the moment you invite them, so their access is scoped from the start.
1

Start an invite

Click + Member and enter the invitee’s email address.
2

Choose a role

Select Collaborator or Viewer. (Admins are always full-access, so the group selector is disabled for them.)
3

Select access groups

Use the Access Groups multi-select to choose one or more groups. Leave it empty to give the new member full access to all projects.
4

Send the invitation

Click Send. When the invitee accepts, they’re placed into the selected groups automatically.
Groups that grant every project appear in the selector marked (All projects).

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Best Practices

Clear names like External accountants or EU marketing make it obvious who belongs in each group and why.
Scope external collaborators from the moment they join so they never briefly see projects they shouldn’t.
Admins bypass all group restrictions. Reserve the Admin role for people who genuinely need organization-wide access.
Remove people from groups when their involvement ends to keep project access tidy.

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Troubleshooting

Add them to a group that grants that project, or turn on the group’s All projects toggle. Remember that a member sees the combined projects of every group they’re in.
They’re likely in no group (which means full access) or they’re an Admin. Add them to a bounded group to restrict a Collaborator or Viewer; Admins can’t be restricted.
Only Admins can create and manage groups. Check your role on the Members tab.
That’s expected — removing someone from their last group returns them to full access. Add them to another bounded group to keep their access scoped.

Member Roles

Understand Admin, Collaborator, and Viewer permissions.

Member Invites

Invite new members and assign their access.

Projects

Manage the projects within your organization.

General Settings

Configure organization basics.