1. Understanding the Role Types
Before setup, it is important to distinguish between the two role categories:
Customer Roles: A free feature available to all GUIDEcx users. These define the roles of external stakeholders (e.g., "Champion," "Executive Sponsor").
Project Roles: A premium feature included with the Resource Management package. While basic tiers provide "Project Manager" and "Team Member," premium tiers allow for unlimited custom internal roles (e.g., "Engineering," "Onboarding Specialist").
2. Configuring Roles in Resource Management
To manage the global list of roles available in your workspace, navigate to Resource Management: Click on Resource Management in the left-hand sidebar.
Manage Customer Roles:
Click the Customer Roles tab.
To set permissions, click the Project View Permission dropdown next to a role.
Choose Full Plan View (Full Access) or Portal View (abbreviated experience focused on their specific tasks).
Manage Project Roles:
Click the Project Roles tab.
To create a new role, click + Add Project Role.
Type the name (e.g., "Marketing") and click the Avatar icon under "Assigned Members" to search for and select internal team members to fulfill that role.
Only Admins and Managers can create, edit, and delete Customer and Project Roles.
3. Assigning Roles to Tasks in Templates
For roles to automate assignments in active projects, they must be linked to tasks within your Templates.
Click Templates in the left-hand sidebar and select a project template.
Select a Task from the plan view.
In the task details drawer, locate the Role field.
Set Responsibility:
If the task is internal, ensure Responsibility is set to Internal and select the appropriate Project Role (e.g., Project Manager).
If the task is for a client, set Responsibility to Customer and select the appropriate Customer Role (e.g., Champion).
Tasks assigned this way will automatically be funneled to whichever user is assigned that role when a project is launched from the template.
4. Roles in Active Projects
Once a project is created, you must assign specific users to the roles defined in the template.
Open the Team Tab: Navigate to your active project and click the Team tab.
Assign Customer Roles:
Locate the customer role (e.g., "Champion").
Click + Add User.
Choose New Customer to invite a new contact or Existing Customer to search your database.
Check the box Assign all unassigned roles to this user to immediately populate their task list.
Assign Project Roles (Internal):
Locate the internal role (e.g., "Customer Success Manager").
If using premium Resource Management, look for the "Best Match" pill. GUIDEcx will suggest the team member with the highest availability and best skill match.
Click + Add User to assign the team member to the role.
5. Reviewing the Automated Plan
Navigate to the Plan tab of your project.
Review your tasks. You will see that the Assignee column is now populated with the specific users you added to the Team tab, based on the roles you designated in the original template.