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GUIDEcx User Access

Users: Admins, Managers, Guides, Task Owners, Contributors, Observers, Customers & Third Parties. Permissions, Access, & what they can do!

Stacey Hatch avatar
Written by Stacey Hatch
Updated over a week ago

Overview

Understanding the different user license types is crucial for organizations using GUIDEcx. User license types determine the level of access and functionality that users have within the system.

By understanding the different license types, you can ensure that your users have the appropriate level of access needed to perform their job duties, without exposing sensitive data or functions to unauthorized users.
Explore this article to learn the different license types & ensure that your organization is using the appropriate licenses for your users.


User Access + Permissions

Here’s a 30,000' view of all the user type (internal + external user) permissions.


Internal Licenses - $

  • Admins

  • Managers

  • Guides

Internal Licenses - Free

  • Task Owners

  • Contributors

  • Observers

External Licenses - Free

  • Third Parties

  • Customers


Project Table

Project Table - Internal Users (Table Content)

Admins - $

  • Admins Can View All Projects (Table View) in GUIDEcx

  • Admins Can utilize all project filters.

  • Admins Can Save Filters to "My Filters"

  • Admins Can Export Projects

  • Admins Can Create Projects

  • Admins Can Edit Projects

  • Admins Can Own Projects

  • Admins Can Hard Delete Projects

  • Admins Can Soft Delete Projects

  • Admins Can Access Soft Deleted Projects

    • Project will be available to be restored for 30 days, but then will be fully deleted.

  • Admins Can Archive Projects

  • Admins Can Access Archived Projects

Managers - $

  • Managers Can View All Projects (Table View) in GUIDEcx

  • Managers Can utilize all project filters.

  • Managers Can Save Filters to "My Filters"

  • Managers Can Export Projects

  • Managers Can Create Projects

  • Managers Can Edit Projects

  • Managers Can Own Projects

  • Managers Can Hard Delete Projects

  • Managers Can Soft Delete Projects

  • Managers Can Access Soft Deleted Projects

    • Project will be available to be restored for 30 days, but then will be fully deleted.

  • Managers Can Archive Projects

  • Managers Can Access Archived Projects

Guides - $

  • Guides Can view projects they have been invited to.

  • Guides Can utilize all project filters.

  • Guides Can Save Filters to "My Filters"

  • Guides Can Export Projects

  • Guides Can Create Projects

  • Guides Can Edit Projects

  • Guides Can Own Projects

  • Guides Can NOT Hard Delete Projects

  • Guides Can Soft Delete Projects

  • Guides Can Access Soft Deleted Projects

    • Project will be available to be restored for 30 days, but then will be fully deleted.

  • Guides Can NOT Archive Projects

  • Guides Can NOT Access Archived Projects

Task Owners

  • Task Owners Can view projects they have been invited to.

  • Task Owners Can utilize all project filters.

  • Task Owners Can Save Filters to "My Filters".

  • Task Owners Can Export Projects.

  • Task Owners Can NOT Create Projects.

  • Task Owners Can NOT Edit Projects.

  • Task Owners Can NOT Own Projects.

  • Task Owners Can NOT Hard Delete Projects.

  • Task Owners Can NOT Soft Delete Projects.

  • Task Owners Can NOT Access Soft Deleted Projects.

  • Task Owners Can NOT Archive Projects.

  • Task Owners Can NOT Access Archived Projects.

Contributors

  • Contributors Can view projects they have been invited to.

  • Contributors Can utilize all project filters.

  • Contributors Can Save Filters to "My Filters".

  • Contributors Can Export Projects.

  • Contributors Can NOT Create Projects.

  • Contributors Can NOT Edit Projects.

  • Contributors Can NOT Own Projects.

  • Contributors Can NOT Hard Delete Projects.

  • Contributors Can NOT Soft Delete Projects.

  • Contributors Can NOT Access Soft Deleted Projects.

  • Contributors Can NOT Archive Projects.

  • Contributors Can NOT Access Archived Projects.

Observers

  • Observers Can view projects they have been invited to.

  • Observers Can utilize all project filters.

  • Observers Can Save Filters to "My Filters".

  • Observers Can Export Projects.

  • Observers Can NOT Create Projects.

  • Observers Can NOT Edit Projects.

  • Observers Can NOT Own Projects.

  • Observers Can NOT Hard Delete Projects.

  • Observers Can NOT Soft Delete Projects.

  • Observers Can NOT Access Soft Deleted Projects.

  • Observers Can NOT Archive Projects.

  • Observers Can NOT Access Archived Projects.

Internal Users

Admin

Manager

Guide

Task Owner

Contrib.

Obs.

View Projects (Table View)

✔ - All

✔ - All

✔ - Projects where they are a team member

✔ - Projects where they are a team member

✔ - Projects where they are a team member

✔ - Projects where they are a team member

My Filters (Saved Filters)

Project Filters

✔ - All

✔ - All

✔ - All

✔ - All

✔ - All

✔ - All

Export Projects

Create Projects

Edit Projects

Own Projects

Hard Delete Projects

Soft Delete Projects

Soft Deleted Projects (for 30 days)

Archive Projects

Archived Projects

Project Table - External Users (Table Content)

Customers with Full Project View

  • Customers with full project view Can View the Project Table.

  • Customers with full project view Can Save Filters to "My Filters".

  • Customers with full project view Can use all project filters EXCEPT Project Manager and Cash Value.

  • Customers with full project view Can NOT export projects.

  • Customers with full project view Can NOT Create, Edit, or Delete projects.

Customers with Compass View

  • Customers with Compass View Can View the Project Table if they are invited to more than one project.

  • Customers with with Compass View Can Save Filters to "My Filters" if they are invited to more than one project.

  • Customers with Compass View Can use all project filters EXCEPT Project Manager and Cash Value if they are invited to more than one project.

  • Customers with Compass View Can NOT export projects

  • Customers with Compass View Can NOT Create, Edit, or Delete projects.

Customers with "My Tasks Only" View

  • Customers with "My Tasks Only" view Can View the Project Table.

  • Customers with "My Tasks Only" view Can Save Filters to "My Filters".

  • Customers with "My Tasks Only" view Can use all project filters EXCEPT Project Manager and Cash Value.

  • Customers with "My Tasks Only" view Can NOT export projects.

  • Customers with "My Tasks Only" view Can NOT Create, Edit, or Delete projects.

Third Party Users with Full Project View

  • Third Party Users with Full Project View Can View the Project Table.

  • Third Party Users with Full Project View Can Save Filters to "My Filters".

  • Third Party Users with Full Project View Can use all project filters EXCEPT Project Manager

  • Third Party Users with Full Project View Can NOT export projects.

  • Third Party Users with Full Project View Can NOT Create, Edit, or Delete projects.

Third Party Users with "My Tasks Only" View

  • Third Party Users with "My Tasks Only" View Can View the Project Table.

  • Third Party Users with "My Tasks Only" View Can Save Filters to "My Filters".

  • Third Party Users with "My Tasks Only" View Can use all project filters EXCEPT Project Manager

  • Third Party Users with "My Tasks Only" View Can NOT export projects.

  • Third Party Users with "My Tasks Only" View Can NOT Create, Edit, or Delete projects.

External Users

Customer - Full Project View

Customer - Compass

Customer - My Tasks Only

Third Party - Full Project View

Third Party - My Tasks Only

View Projects (Table View)

✔ - If invited to more than one project

My Filters (Saved Filters)

✔ - If invited to more than one project

Project Filters

✔ - All except for Project Manager & Cash Value

✔ - If invited to more than one project.
All except by Project Manager & Cash Value

✔ - All except by Project Manager & Cash Value

✔ - All except by Project Manager

✔ - All except by Project Manager

Export Projects

Create, Edit, Delete Projects


Project Overview

Project Overview - All Users (Table Content)

Admins - $

  • Admins Can Share the project

  • Admins Can Edit the Experience Overview

  • Admins Can Edit the Project Manager (PM) Note

Managers - $

  • Managers Can Share the project

  • Managers Can Edit the Experience Overview

  • Managers Can Edit the Project Manager (PM) Note

Guides - $

  • Guides Can Share the project

  • Guides Can Edit the Experience Overview

  • Guides Can Edit the Project Manager (PM) Note

Task Owners

  • Task Owners Can NOT Share the project

  • Task Owners Can NOT Edit the Experience Overview

  • Task Owners Can NOT Edit the Project Manager (PM) Note

Contributors

  • Contributors Can NOT Share the project

  • Contributors Can NOT Edit the Experience Overview

  • Contributors Can NOT Edit the Project Manager (PM) Note

Observers

  • Observers Can NOT Share the project

  • Observers Can NOT Edit the Experience Overview

  • Observers Can NOT Edit the Project Manager (PM) Note

Customers

  • Customers Can NOT Share the project

  • Customers Can NOT Edit the Experience Overview

  • Customers Can NOT Edit the Project Manager (PM) Note

Third Parties

  • Third Parties Can NOT Share the project

  • Third Parties Can NOT Edit the Experience Overview

  • Third Parties Can NOT Edit the Project Manager (PM) Note

All Users

Admin

Manager

Guide

Task Owner

Contrib.

Obs.

Ext. Users

Share Project

Edit Experience Overview

Edit Project Manager (PM) Note


Project Plan

Project Plan - Internal Users (Table Content)

Admins - $

  • Admins Can access the Project Plan View

  • Admins Can Access the Project List View

  • Admins Can Access the Project Gantt View

  • Admins Can NOT access Compass View

  • Admins Can Create, Edit, Duplicate, and Delete Milestones

  • Admins Can Create Tasks

  • Admins Can Filter Tasks

  • Admins Can Edit Task Details

  • Admins Can Bulk Edit Tasks

  • Admins Can Delete Tasks

  • Admins Can Duplicate Tasks

  • Admins Can Reassign Tasks

  • Admins Can Change Task Status

  • Admins add internal notes & attachments

  • Admins Can add public notes & attachments

  • Admins Can Delete Attachments

  • Admins Can Add Checklist Items to a task

  • Admins Can Edit Checklist items on a task

  • Admins Can Create, Delete, Edit & Manage Task Tags

  • Admins Can add watchers to a task

  • Admins Can Rearrange/Reorder tasks

  • Admins Can Rearrange/Reorder Milestones

  • Admins Can Create a task group

  • Admins Can add a task to a task group

Managers - $

  • Managers Can access the Project Plan View

  • Managers Can Access the Project List View

  • Managers Can Access the Project Gantt View

  • Managers Can NOT access Compass View

  • Managers Can Create, Edit, Duplicate, and Delete Milestones

  • Managers Can Create Tasks

  • Managers Can Filter Tasks

  • Managers Can Edit Task Details

  • Managers Can Bulk Edit Tasks

  • Managers Can Delete Tasks

  • Managers Can Duplicate Tasks

  • Managers Can Reassign Tasks

  • Managers Can Change Task Status

  • Managers Can add internal notes & attachments

  • Managers Can add public notes & attachments

  • Managers Can Delete Attachments

  • Managers Can Add Checklist Items to a task

  • Managers Can Edit Checklist items on a task

  • Managers Can Create, Delete, Edit & Manage Task Tags

  • Managers Can add watchers to a task

  • Managers Can Rearrange/Reorder tasks

  • Managers Can Rearrange/Reorder Milestones

  • Managers Can Create a task group

  • Managers Can add a task to a task groups

Guides - $

  • Guides Can access the Project Plan View

  • Guides Can Access the Project List View

  • Guides Can Access the Project Gantt View

  • Guides Can NOT access Compass View

  • Guides Can Create, Edit, Duplicate, and Delete Milestones

  • Guides Can Create Tasks

  • Guides Can Filter Tasks

  • Guides Can Edit Task Details

  • Guides Can Bulk Edit Tasks

  • Guides Can Delete Tasks

  • Guides Can Duplicate Tasks

  • Guides Can Reassign Tasks

  • Guides Can Change Task Status

  • Guides Can add internal notes & attachments

  • Guides Can add public notes & attachments

  • Guides Can Delete Attachments

  • Guides Can Add Checklist Items to a task

  • Guides Can Edit Checklist items on a task

  • Guides Can Create, Delete, Edit & Manage Task Tags

  • Guides Can add watchers to a task

  • Guides Can Rearrange/Reorder tasks

  • Guides Can Rearrange/Reorder Milestones

  • Guides Can Create a task group

  • Guides Can add a task to a task group

Task Owners

  • Task Owners Can Access the Project List View

  • Task Owners Can Access the Project Gantt View

  • Task Owners Can NOT access Compass View

  • Task Owners Can NOT Create, Edit, Duplicate, and Delete Milestones

  • Task Owners Can Create Regular Type Tasks Only

  • Task Owners Can Filter Tasks

  • Task Owners Can Edit Regular Type Task Details Only

  • Task Owners Can Bulk Edit Tasks

  • Task Owners Can Delete Regular Type Tasks

  • Task Owners Can Duplicate Regular Type Tasks

  • Task Owners Can Reassign Tasks they are assigned to

  • Task Owners Can Change Task Statuses

  • Task Owners Can add internal notes & attachments

  • Task Owners Can add public notes & attachments

  • Task Owners Can Delete Attachments that they uploaded

  • Task Owners Can Add Checklist Items to a task

  • Task Owners Can Edit Checklist items on a task

  • Task Owners Can Create, Delete, Edit & Manage Task Tags

  • Task Owners Can add watchers to a task

  • Task Owners Can NOT Rearrange/Reorder tasks

  • Task Owners Can NOT Rearrange/Reorder Milestones

  • Task Owners Can NOT Create a task group

  • Task Owners Can add a regular type task to existing task groups

Contributors

  • Contributors Can access the Project Plan View

  • Contributors Can Access the Project List View

  • Contributors Can Access the Project Gantt View

  • Contributors Can NOT access Compass View

  • Contributors Can NOT Create, Edit, Duplicate, and Delete Milestones

  • Contributors Can NOT Create Tasks

  • Contributors Can Filter Tasks

  • Contributors Can NOT Edit Task Details

  • Contributors Can NOT Bulk Edit Tasks

  • Contributors Can NOT Delete Tasks

  • Contributors Can NOT Duplicate Tasks

  • Contributors Can Reassign tasks they are assigned to

  • Contributors Can Change Task Status of Tasks they are assigned to

  • Contributors Can add internal notes & attachments

  • Contributors Can add public notes & attachments

  • Contributors Can Delete Attachments that they uploaded

  • Contributors Can Add Checklist Items to a task

  • Contributors Can Edit Checklist items on a task

  • Contributors Can NOT Create, Delete, or edit Edit task tags, but they can Manage Task Tags.

  • Contributors Can add watchers to a task

  • Contributors Can NOT Rearrange/Reorder tasks

  • Contributors Can NOT Rearrange/Reorder Milestones

  • Contributors Can NOT Create a task group

  • Contributors Can NOT add tasks to task groups

Observers

  • Observers Can access the Project Plan View

  • Observers Can Access the Project List View

  • Observers Can Access the Project Gantt View

  • Observers Can NOT access Compass View

  • Observers Can NOT Create, Edit, Duplicate, and Delete Milestones

  • Observers Can NOT Create Tasks

  • Observers Can Filter Tasks

  • Observers Can NOT Edit Task Details

  • Observers Can NOT Bulk Edit Tasks

  • Observers Can NOT Delete Tasks

  • Observers Can NOT Duplicate Tasks

  • Observers Can NOT Reassign tasks

  • Observers Can NOT Change Task Statuses

  • Observers Can NOT add internal notes & attachments

  • Observers Can NOT add public notes

  • Observers Can add public project attachments

  • Observers Can Delete Attachments that they uploaded

  • Observers Can NOT Add Checklist Items to a task

  • Observers Can NOT Edit Checklist items on a task

  • Observers Can NOT Create, Delete, Edit & Manage Task Tags

  • Observers Can add themselves as a watcher to a task & view watchers of a task

  • Observers Can NOT Rearrange/Reorder tasks

  • Observers Can NOT Rearrange/Reorder Milestones

  • Observers Can NOT Create a task group

  • Observers Can NOT add tasks to task groups

Internal Users

Admin

Manager

Guide

Task Owner

Contributor

Observer

Plan View

List View

Gantt View

Compass View

Create, Edit, Duplicate, & Delete Milestones

Create Tasks

✔ - Regular Task Types Only

Filter Tasks

Edit Task Details

✔ - Regular Task Types Only

Bulk Edit Tasks

Delete Tasks

✔ - Regular Task Types Only

Duplicate Tasks

✔ - Regular Task Types Only

Reassign Tasks

✔ -

✔ - Assigned Tasks Only*

Change Task Status

✔ - Assigned Tasks Only

Add internal notes & attachments

Add public notes & attachments

✔ - Project Attachments Only

Delete Attachments

✔ - Self uploaded only

✔ - Self Uploaded Only

✔ - Self uploaded Only

Add Checklist item to a task

Edit Checklist item on a task

Create, Delete, Edit & Manage Task tags

✔ - Manage Only

Add watchers to a task

✔ - Self Add & View Only

Rearrange Tasks

Rearrange Milestones

Create a task Group

Add a task to a task group

✔ - Regular Task Types to Existing Task Groups Only

*Resource Management allows for users to also assign themselves to tasks that require functions that they are assigned to in the tasks page of GUIDEcx. Read more about it HERE!

Project Plan - External Users (Table Content)

Customers with Full Project View

  • Customers with Full Project View Can access the Project Plan View

    • Non-hidden tasks only

  • Customers with Full Project View Can Access the Project List View

    • Non-hidden tasks only

  • Customers with Full Project View Can Access the Project Gantt View

    • Non-hidden tasks only

  • Customers with Full Project View Can NOT access Compass View

  • Customers with Full Project View Can NOT Create, Edit, Duplicate, and Delete Milestones

  • Customers with Full Project View Can NOT Create Tasks

  • Customers with Full Project View Can Filter Tasks

  • Customers with Full Project View Can NOT Edit Task Details

  • Customers with Full Project View Can NOT Bulk Edit Tasks

  • Customers with Full Project View Can NOT Delete Tasks

  • Customers with Full Project View Can NOT Duplicate Tasks

  • Customers with Full Project View Can Reassign their own Tasks to other customer team members (only tasks they are currently assigned to)

  • Customers with Full Project View Can Change Task Status of tasks they are assigned to

  • Customers with Full Project View Can NOT add or view internal notes & attachments

  • Customers with Full Project View Can add public notes & attachments

  • Customers with Full Project View Can Delete Attachments they uploaded

  • Customers with Full Project View Can Delete Notes they uploaded

  • Customers with Full Project View Can Add Checklist Items to external tasks

  • Customers with Full Project View Can Edit Checklist items on external tasks

  • Customers with Full Project View Can NOT Create, Delete, Edit & Manage Task Tags

  • Customers with Full Project View Can add themselves as a watcher on a task

  • Customers with Full Project View Can NOT Rearrange/Reorder tasks

  • Customers with Full Project View Can NOT Rearrange/Reorder Milestones

  • Customers with Full Project View Can NOT Create a task group

  • Customers with Full Project View Can NOT add a task to a task group

Customers with "Compass" View

  • Customers with "Compass" View Can NOT access the Project Plan View

  • Customers with "Compass" View Can NOT Access the Project List View

  • Customers with "Compass" View Can NOT Access the Project Gantt View

  • Customers with "Compass" View Can access Compass View

    • Tasks assigned to the customer

    • Internal (non-hidden) task names

  • Customers with "Compass" View Can NOT Create, Edit, Duplicate, and Delete Milestones

  • Customers with "Compass" View Can NOT Create Tasks

  • Customers with "Compass" View Can NOT Filter Tasks

  • Customers with "Compass" View Can NOT Edit Task Details

  • Customers with "Compass" View Can NOT Bulk Edit Tasks

  • Customers with "Compass" View Can NOT Delete Tasks

  • Customers with "Compass" View Can NOT Duplicate Tasks

  • Customers with "Compass" View Can Reassign their own Tasks to other customer team members (only tasks they are currently assigned to).

  • Customers with "Compass" View Can Change Task Status of tasks they are assigned to

  • Customers with "Compass" View Can NOT add or view internal notes & attachments

  • Customers with "Compass" View Can add public notes & attachments

  • Customers with "Compass" View Can Delete Attachments they uploaded

  • Customers with "Compass" View Can Delete Notes they uploaded

  • Customers with "Compass" View Can NOT Add Checklist Items to external tasks

  • Customers with "Compass" View Can NOT edit Checklist items on external tasks

    • Can mark checklist items as done on tasks they are assigned to

  • Customers with "Compass" View Can NOT Create, Delete, Edit & Manage Task Tags

  • Customers with "Compass" View Can NOT add themselves as a watcher on a task

  • Customers with "Compass" View Can NOT Rearrange/Reorder tasks

  • Customers with "Compass" View Can NOT Rearrange/Reorder Milestones

  • Customers with "Compass" View Can NOT Create a task group

  • Customers with "Compass" View Can NOT add a task to a task group

Customers with "My Tasks Only" View

  • Customers with "My Tasks Only" View Can NOT access the Project Plan View

  • Customers with "My Tasks Only" View Can NOT Access the Project List View

  • Customers with "My Tasks Only" View Can NOT Access the Project Gantt View

  • Customers with "My Tasks Only" View Can NOT access Compass View

  • Customers with "My Tasks Only" View Can NOT Create, Edit, Duplicate, and Delete Milestones

  • Customers with "My Tasks Only" View Can NOT Create Tasks

  • Customers with "My Tasks Only" View Can NOT Filter Tasks

  • Customers with "My Tasks Only" View Can NOT Edit Task Details

  • Customers with "My Tasks Only" View Can NOT Bulk Edit Tasks

  • Customers with "My Tasks Only" View Can NOT Delete Tasks

  • Customers with "My Tasks Only" View Can NOT Duplicate Tasks

  • Customers with "My Tasks Only" View Can Reassign their own Tasks to other customer team members (only tasks they are currently assigned to)

  • Customers with "My Tasks Only" View Can Change Task Status of tasks they are assigned to

  • Customers with "My Tasks Only" View Can NOT add or view internal notes & attachments

  • Customers with "My Tasks Only" View Can add public notes & attachments

  • Customers with "My Tasks Only" View Can Delete Attachments they uploaded

  • Customers with "My Tasks Only" View Can Delete Notes they uploaded

  • Customers with "My Tasks Only" View Can add Checklist Items to tasks they are assigned to

  • Customers with "My Tasks Only" View Can edit Checklist items on tasks they are assigned to

  • Customers with "My Tasks Only" View Can NOT Create, Delete, Edit & Manage Task Tags

  • Customers with "My Tasks Only" View Can add themselves as a watcher on a task

  • Customers with "My Tasks Only" View Can NOT Rearrange/Reorder tasks

  • Customers with "My Tasks Only" View Can NOT Rearrange/Reorder Milestones

  • Customers with "My Tasks Only" View Can NOT Create a task group

  • Customers with "My Tasks Only" View Can NOT add a task to a task group

Third Parties with Full Project View

  • Third Parties with Full Project View Can access the Project Plan View

    • Non-hidden tasks only

  • Third Parties with Full Project View Can Access the Project List View

    • Non-hidden tasks only

  • Third Parties with Full Project View Can Access the Project Gantt View

    • Non-hidden tasks only

  • Third Parties with Full Project View Can NOT access Compass View

  • Third Parties with Full Project View Can NOT Create, Edit, Duplicate, and Delete Milestones

  • Third Parties with Full Project View Can NOT Create Tasks

  • Third Parties with Full Project View Can Filter Tasks

  • Third Parties with Full Project View Can NOT Edit Task Details

  • Third Parties with Full Project View Can NOT Bulk Edit Tasks

  • Third Parties with Full Project View Can NOT Delete Tasks

  • Third Parties with Full Project View Can NOT Duplicate Tasks

  • Third Parties with Full Project View Can NOT Reassign Tasks

  • Third Parties with Full Project View Can Change Task Status of tasks they are assigned to

  • Third Parties with Full Project View Can NOT add or view internal notes & attachments

  • Third Parties with Full Project View Can add public notes & attachments

  • Third Parties with Full Project View Can Delete Attachments they uploaded

  • Third Parties with Full Project View Can Delete Notes they uploaded

  • Third Parties with Full Project View Can Add Checklist Items to external tasks

  • Third Parties with Full Project View Can Edit Checklist items on external tasks

  • Third Parties with Full Project View Can NOT Create, Delete, Edit & Manage Task Tags

  • Third Parties with Full Project View Can add themselves as a watcher on a task

  • Third Parties with Full Project View Can NOT Rearrange/Reorder tasks

  • Third Parties with Full Project View Can NOT Rearrange/Reorder Milestones

  • Third Parties with Full Project View Can NOT Create a task group

  • Third Parties with Full Project View Can NOT add a task to a task group

Third Parties with "My Tasks Only" View

  • Third Parties with "My Tasks Only" View Can NOT access the Project Plan View

  • Third Parties with "My Tasks Only" View Can NOT Access the Project List View

  • Third Parties with "My Tasks Only" View Can NOT Access the Project Gantt View

  • Third Parties with "My Tasks Only" View Can NOT access Compass View

  • Third Parties with "My Tasks Only" View Can NOT Create, Edit, Duplicate, and Delete Milestones

  • Third Parties with "My Tasks Only" View Can NOT Create Tasks

  • Third Parties with "My Tasks Only" View Can NOT Filter Tasks

  • Third Parties with "My Tasks Only" View Can NOT Edit Task Details

  • Third Parties with "My Tasks Only" View Can NOT Bulk Edit Tasks

  • Third Parties with "My Tasks Only" View Can NOT Delete Tasks

  • Third Parties with "My Tasks Only" View Can NOT Duplicate Tasks

  • Third Parties with "My Tasks Only" View Can NOT Reassign Tasks

  • Third Parties with "My Tasks Only" View Can Change Task Status of tasks they are assigned to

  • Third Parties with "My Tasks Only" View Can NOT add or view internal notes & attachments

  • Third Parties with "My Tasks Only" View Can add public notes & attachments

  • Third Parties with "My Tasks Only" View Can Delete Attachments they uploaded

  • Third Parties with "My Tasks Only" View Can Delete Notes they uploaded

  • Third Parties with "My Tasks Only" View Can add Checklist Items to tasks they are assigned to

  • Third Parties with "My Tasks Only" View Can edit Checklist items on tasks they are assigned to

  • Third Parties with "My Tasks Only" View Can NOT Create, Delete, Edit & Manage Task Tags

  • Third Parties with "My Tasks Only" View Can add themselves as a watcher on a task

  • Third Parties with "My Tasks Only" View Can NOT Rearrange/Reorder tasks

  • Third Parties with "My Tasks Only" View Can NOT Rearrange/Reorder Milestones

  • Third Parties with "My Tasks Only" View Can NOT Create a task group

  • Third Parties with "My Tasks Only" View Can NOT add a task to a task group

External Users

Customer - Full Project View

Customer - Compass

Customer - My Tasks Only

Third Party - Full Project View

Third Party - My Tasks Only

Plan View

✔ Non-hidden tasks only

✔ - Non-hidden tasks only

List View

✔ - Non-hidden tasks only

✔ - Non-hidden tasks only

Gantt View

✔ - Non-hidden tasks only

✔ Non-hidden tasks only

Compass View

Filter Tasks

Reassign Tasks

✔ - To Other Customer Team Members

✔ - To Other Customer Team Members

✔ - To Other Customer Team Members

✔ - To Other Third Party Team Members

✔ - To Other Third Party Team Members

Change Task Status

✔ - Assigned Tasks

✔ - Assigned Tasks

✔ - Assigned Tasks

✔ - Assigned Tasks

✔ - Assigned Tasks

Add internal notes & attachments to a task

Add public notes and attachments to a task

✔ - Visible Tasks

✔ - Assigned Tasks

✔ - Assigned Tasks

✔ - Visible Tasks

✔ - Assigned Tasks

Delete Notes & Attachments

✔ - Self uploaded only

✔ - Self uploaded only

✔ - Self uploaded only

✔ - Self uploaded only

✔ - Self uploaded only

Create & Manage Task Checklist items

✔ - External Tasks Only

✔ - Assigned Tasks

✔ - Assigned Tasks

✔ - External Tasks Only

✔ - Assigned Tasks Only

Create and Manage Task tags

Add watchers to a task

✔ - Self Add Only

✔ - Self Add Only

✔ - Self Add Only

✔ - Self Add Only

Create, Edit, Reorder or Delete Milestones, Tasks Groups & Tasks


Project Team

Project Team - All Users (Table Content)

Admins - $

  • Admins Can Add internal users to the project team

  • Admins Can Invite New Internal Users to GUIDEcx

  • Admins Can Add Customer Users

  • Admins Can Edit External users info

    • Provided the user is not also an internal user of another GUIDEcx account

  • Admins Can Remove Users from the Project team

  • Admins Can Add 3rd Party users to the project team

  • Admins Can access & manage Project Action Items

  • Admins Can add & edit a project's custom fields

  • Admins Can view filled out project custom fields

  • Admins Can Send Test Project Invite Email to themselves

  • Admins Can Assign Resources to a Function

Managers - $

  • Managers Can Add internal users to the project team

  • Managers Can Invite New Internal Users to GUIDEcx

  • Managers Can Add Customer Users to the project team

  • Managers Can Edit External users info

    • Provided the user is not also an internal user of another GUIDEcx account

  • Managers Can Remove Users from the Project team

  • Managers Can Add 3rd Party users to the project team

  • Managers Can access & manage Project Action Items

  • Managers Can add & edit a project's custom fields

  • Managers Can view filled out project custom fields

  • Managers Can Send Test Project Invite Email to themselves

  • Managers Can Assign Resources to a Function

Guides - $

  • Guides Can Add internal users to the project team

  • Guides Can NOT Invite New Internal Users to GUIDEcx

  • Guides Can Add Customer Users to the project team

  • Guides Can NOT Edit External users info

  • Guides Can Remove Users from the Project team

  • Guides Can Add 3rd Party users to the project team

  • Guides Can access & manage Project Action Items

  • Guides Can add & edit a project's custom fields

  • Guides Can view filled out project custom fields

  • Guides Can Send Test Project Invite Email to themselves

  • Guides Can Assign Resources to a Function

Task Owners

  • Task Owners Can add other Task owners, contributors, and observers to the project team

  • Task Owners Can NOT Invite New Internal Users to GUIDEcx

  • Task Owners Can Add Customer Users to the project team

  • Task Owners Can NOT Edit External users info

  • Task Owners Can NOT Remove Users from the Project team

  • Task Owners Can Add 3rd Party users to the project team

    • But only by assigning them to a regular type task

  • Task Owners Can access & manage Project Action Items

  • Task Owners Can NOT add & edit a project's custom fields

  • Task Owners Can view filled out project custom fields

  • Task Owners Can NOT Send Test Project Invite Email to themselves

  • Task Owners Can NOT Assign Resources to a Function

Contributors

  • Contributors Can add other contributors, task owners and observers to the project team

  • Contributors Can NOT Invite New Internal Users to GUIDEcx

  • Contributors Can Add Customer Users to the project team

  • Contributors Can NOT Edit External users info

  • Contributors Can NOT Remove Users from the Project team

  • Contributors Can NOT Add 3rd Party users to the project team

  • Contributors Can access & manage Project Action Items

  • Contributors Can NOT add & edit a project's custom fields

  • Contributors Can view filled out project custom fields

  • Contributors Can NOT Send Test Project Invite Email to themselves

  • Contributors Can NOT Assign Resources to a Function

Observers

  • Observers Can NOT add other contributors, task owners and observers to the project team

  • Observers Can NOT Invite New Internal Users to GUIDEcx

  • Observers Can NOT Add Customer Users to the project team

  • Observers Can NOT Edit External users info

  • Observers Can NOT Remove Users from the Project team

  • Observers Can NOT Add 3rd Party users to the project team

  • Observers Can access & view Project Action Items

  • Observers Can NOT add & edit a project's custom fields

  • Observers Can view filled out project custom fields

  • Observers Can NOT Send Test Project Invite Email to themselves

  • Observers Can NOT Assign Resources to a Function

Customers

  • Customers Can NOT add other contributors, task owners and observers to the project team

  • Customers Can NOT Invite New Internal Users to GUIDEcx

  • Customers Can add other Customer Users to the project team

  • Customers Can NOT Edit External users info

  • Customers Can NOT Remove Users from the Project team

  • Customers Can NOT Add 3rd Party users to the project team

  • Customers Can access & view non-hidden Project Action Items line item (no details) if they have full project view

  • Customers Can NOT add & edit a project's custom fields

  • Customers Can view non-internal filled out project custom fields

  • Customers Can NOT Send Test Project Invite Email to themselves

  • Customers Can NOT Assign Resources to a Function

Third Parties

  • Third Parties Can NOT add other contributors, task owners and observers to the project team

  • Third Parties Can NOT Invite New Internal Users to GUIDEcx

  • Third Parties Can NOT add other Customer Users to the project team

  • Third Parties Can NOT Edit External users info

  • Third Parties Can NOT Remove Users from the Project team

  • Third Parties Can NOT Add 3rd Party users to the project team

  • Third Parties Can access & view non-hidden Project Action Items line item (no details) if they have full project view

  • Third Parties Can NOT add & edit a project's custom fields

  • Third Parties Can view non-internal filled out project custom fields

  • Third Parties Can NOT Send Test Project Invite Email to themselves

  • Third Parties Can NOT Assign Resources to a Function

All Users

Admin

Manager

Guide

Task Owner

Contributor

Obs.

Ext. User

Add internal users to Project Team

✔ - Customer, Task Owner, Contributor and Observer users only

✔ - Customer, Task Owner, Contributor and Observer users only

Invite New Internal Users to GUIDEcx

✔ - Non-Admin users only

Add Customer Users

✔ - Customer users only

Edit External users info

✔ - Not User Email

Remove User from Project

Add 3rd Party users

✔ - By Assigning to Regular Type Tasks Only

Project Action Items

✔ - View Only

✔ - Non-Hidden Line Item, View Only (No Details)

Add/Edit Project Custom Fields

View Filled Out Project Custom Fields

✔ - Non internal custom fields only

Send Test Project Invite Email

Assign Resource

✔ - Guide users and below


Tasks

Tasks - Internal Users (Table Content)

Admins - $

  • Admins Can View all tasks in the tasks table

  • Admins Can Create all task types

Managers - $

  • Managers Can View all tasks in the tasks table

  • Managers Can Create all task types

Guides - $

  • Guides Can View all tasks that are in projects they have been invited to the tasks table

  • Guides Can Filter for tasks with their assigned functions

  • Guides Can Create all task types

Task Owners

  • Task Owners Can View tasks they are assigned to in the tasks table

  • Task Owners Can Filter for tasks with their assigned functions

  • Task Owners Can Create Regular Task Types Only

Contributors

  • Contributors Can View tasks they are assigned to in the tasks table

  • Contributors Can Filter for tasks with their assigned functions

  • Contributors Can NOT Create tasks

Observers

  • Observers Can NOT View the tasks table

  • Observers Can NOT Filter for tasks

  • Observers Can NOT Create tasks

Internal Users

Admin

Manager

Guide

Task Owner

Contributor

Observer

Tasks Table View

✔ - All Tasks

✔ - All Tasks

✔ - Tasks from projects they are on the team of & Function Tasks only.

✔ - Assigned & Function Tasks Only

✔ - Assigned & Function Tasks Only

Create Tasks

✔ - Regular Type Only

*Resource Management allows for users to also assign themselves to tasks that require functions that they are assigned to in the tasks page of GUIDEcx.

Tasks - External Users (Table Content)

Customers with Full Project View

  • Customers with Full Project View Can View tasks they are assigned to in the tasks table

  • Customers with Full Project View Can NOT Create tasks

Customers with Compass View

  • Customers with Compass View Can View tasks they are assigned to in the tasks table if they are invited to more than one project in GUIDEcx

  • Customers with Compass View Can NOT Create tasks

Customers with "My Tasks Only" View

  • Customers with "My Tasks Only" View Can View tasks they are assigned to in the tasks table

  • Customers with "My Tasks Only" View Can NOT Create tasks

Third Parties with Full Project View

  • Third Parties with Full Project View Can View tasks they are assigned to in the tasks table

  • Third Parties with Full Project View Can NOT Create tasks

Third Parties with "My Tasks Only" View

  • Third Parties with "My Tasks Only" View Can View tasks they are assigned to in the tasks table

  • Third Parties with "My Tasks Only" View Can NOT Create tasks

External Users

Customer - Full Project View

Customer - Compass

Customer - My Tasks Only

Third Party - Full Project View

Third Party - My Tasks Only

Tasks Table View

✔ - If added to more than one project

Create Tasks


Reports

Reports - All Users (Table Content)

Admins - $

  • Admins Can access all reports for all projects

Managers - $

  • Managers Can access all reports for all projects

Guides - $

  • Guides Can access all reports for projects they are on the project team of.

Task Owners

  • Task Owners Can access all reports for projects they are on the project team of.

Contributors

  • Contributors Can access all reports for projects they are on the project team of.

Observers

  • Observers Can NOT access Reports

Customers

  • Customers Can NOT access Reports

Third Parties

  • Third Parties Can NOT access Reports

All Users

Admin

Manager

Guide

Task Owner

Contrib.

Obs.

Ext. User

Access

✔ - For Projects they are on the team of only

✔ - For Projects they are on the team of only

✔ - For Projects they are on the team of only


Templates

Templates - All Users (Table Content)

Admins - $

  • Admins Can View templates

  • Admins Can Create Templates

  • Admins Can Edit Templates

  • Admins Can Delete Templates

  • Admins Can Upload Attachments & Hyperlinks to Templates

Managers - $

  • Managers Can View templates

  • Managers Can Create Templates

  • Managers Can Edit Templates

  • Managers Can Delete Templates

  • Managers Can Upload Attachments & Hyperlinks to Templates

Guides - $

  • Guides Can View templates

  • Guides Can NOT Create Templates

  • Guides Can NOT Edit Templates

  • Guides Can NOT Delete Templates

  • Guides Can NOT Upload Attachments & Hyperlinks to Templates

Task Owners

  • Task Owners Can NOT View templates

  • Task Owners Can NOT Create Templates

  • Task Owners Can NOT Edit Templates

  • Task Owners Can NOT Delete Templates

  • Task Owners Can NOT Upload Attachments & Hyperlinks to Templates

Contributors

  • Contributors Can NOT View templates

  • Contributors Can NOT Create Templates

  • Contributors Can NOT Edit Templates

  • Contributors Can NOT Delete Templates

  • Contributors Can NOT Upload Attachments & Hyperlinks to Templates

Observers

  • Observers Can NOT View templates

  • Observers Can NOT Create Templates

  • Observers Can NOT Edit Templates

  • Observers Can NOT Delete Templates

  • Observers Can NOT Upload Attachments & Hyperlinks to Templates

Customers

  • Customers Can NOT View templates

  • Customers Can NOT Create Templates

  • Customers Can NOT Edit Templates

  • Customers Can NOT Delete Templates

  • Customers Can NOT Upload Attachments & Hyperlinks to Templates

Third Parties

  • Third Parties Can NOT View templates

  • Third Parties Can NOT Create Templates

  • Third Parties Can NOT Edit Templates

  • Third Parties Can NOT Delete Templates

  • Third Parties Can NOT Upload Attachments & Hyperlinks to Templates

All Users

Admin

Manager

Guide

Task Owner

Contrib.

Obs.

Ext. Users

View Templates

Create Templates

Edit Templates

Delete Templates

Upload Attachments & Hyperlinks


3rd Parties

Third Parties - All Users (Table Content)

Admins - $

  • Admins Can add 3rd Party Users

  • Admins Can remove 3rd party connections

Managers - $

  • Managers Can add 3rd Party Users

  • Managers Can remove 3rd party connections

Guides - $

  • Guides Can add 3rd Party Users

  • Guides Can remove 3rd party connections

Task Owners

  • Task Owners Can NOT add 3rd Party Users

  • Task Owners Can NOT remove 3rd party connections

Contributors

  • Contributors Can NOT add 3rd Party Users

  • Contributors Can NOT remove 3rd party connections

Observers

  • Observers Can NOT add 3rd Party Users

  • Observers Can NOT remove 3rd party connections

Customers

  • Customers Can NOT add 3rd Party Users

  • Customers Can NOT remove 3rd party connections

Third Parties

  • Third Parties Can NOT add 3rd Party Users

  • Third Parties Can NOT remove 3rd party connections

All Users

Admin

Manager

Guide

Task Owner

Contrib.

Obs.

Ext. Users

Add 3rd Party Users

Remove 3rd Party Connection


Brands

Brands - All Users (Table Content)

Admins - $

  • Admins Can Create Brands

  • Admins Can Edit Brands

  • Admins Can Delete Brands

Managers - $

  • Managers Can Create Brands

  • Managers Can Edit Brands

  • Managers Can Delete Brands

Guides - $

  • Guides Can Create Brands

  • Guides Can Edit Brands

  • Guides Can Delete Brands

Task Owners

  • Task Owners Can NOT Create Brands

  • Task Owners Can NOT Edit Brands

  • Task Owners Can NOT Delete Brands

Contributors

  • Contributors Can NOT Create Brands

  • Contributors Can NOT Edit Brands

  • Contributors Can NOT Delete Brands

Observers

  • Observers Can NOT Create Brands

  • Observers Can NOT Edit Brands

  • Observers Can NOT Delete Brands

Customers

  • Customers Can NOT Create Brands

  • Customers Can NOT Edit Brands

  • Customers Can NOT Delete Brands

Third Parties

  • Third Parties Can NOT Create Brands

  • Third Parties Can NOT Edit Brands

  • Third Parties Can NOT Delete Brands

All Users

Admin

Manager

Guide

Task Owner

Contrib.

Obs.

Ext. Users

Create

Edit

Delete


Time Tracking

Time Tracking - All Users (Table Content)

Admins - $

  • Admins Can enter time for any user

  • Admins Can access reports on all projects & users

Managers - $

  • Managers Can enter time for any user

  • Managers Can access reports on all projects & users

Guides - $

  • Guides Can enter time for themself only

  • Guides Can access reports on all projects they are invited to

Task Owners

  • Task Owners Can enter time for themself only

  • Task Owners Can access reports for themself only

Contributors

  • Contributors Can enter time for themself only

  • Contributors Can access reports for themself only

Observers

  • Observers Can NOT access time tracking

Customers

  • Customers Can NOT access time tracking

Third Parties

  • Third Parties Can NOT access time tracking

All Users

Admin

Manager

Guide

Task Owner

Contrib.

Obs.

Ext. Users

Time Entry

✔ - Self Only

✔ - Self Only

✔ - Self Only

Reporting

✔ - Projects they are invited to

✔ - Self Only

✔ - Self Only


Resource Management

Resource Management - All Users (Table Content)

Admins - $

  • Admins Can access resource management

  • Admins Can access resource management settings

  • Admins Can add & edit functions

  • Admins Can see user capacity

  • Admins Can see user fully loaded cost

  • Admins Can assign self to tasks that require your function

Managers - $

  • Managers Can access resource management

  • Managers Can access resource management settings

  • Managers Can add & edit functions

  • Managers Can see user capacity

  • Managers Can NOT see user fully loaded cost

  • Managers Can assign self to tasks that require your function

Guides - $

  • Guides Can access resource management

  • Guides Can access resource management settings

  • Guides Can add & edit functions if they have been permitted to in the resource management settings.

  • Guides Can see user capacity

  • Guides Can NOT see user fully loaded cost

  • Guides Can assign self to tasks that require your function

Task Owners

  • Task Owners Can NOT access resource management

Contributors

  • Contributors Can NOT access resource management

Observers

  • Observers Can NOT access resource management

Customers

  • Customers Can NOT access resource management

Third Parties

  • Third Parties Can NOT access resource management

All Users

Admin

Manager

Guide

Task Owner

Contrib.

Obs.

Ext. Users

Access

Resource Management Settings

Add & Edit Functions

✔ - If permitted to in the R.M. Settings

See user Capacity

See user Fully Loaded Cost

Assign self to tasks that require your function


Program Management

Program Management - All Users (Table Content)

Admins - $

  • Admins Can access program management

  • Admins Can edit customer information

  • Admins Can view ALL projects

Managers - $

  • Managers Can access program management

  • Managers Can edit customer information

  • Managers Can view ALL projects

Guides - $

  • Guides Can access program management

  • Guides Can edit customer information

  • Guides Can view projects they have been invited to

Task Owners

  • Task Owners Can NOT access program management

Contributors

  • Contributors Can NOT access program management

Observers

  • Observers Can NOT access program management

Customers

  • Customers Can NOT access program management

Third Parties

  • Third Parties Can NOT access program management

All Users

Admin

Manager

Guide

Task Owner

Contrib.

Obs.

Ext. Users

Access

Edit Customer

View Projects

✔ - Projects they are added to


Company Details

Company Details - All Users (Table Content)

Admins - $

  • Admins Can access users

  • Admins Can access custom fields

  • Admins Can access integrations

  • Admins Can access Recipe Builder

  • Admins Can access Open API

  • Admins Can access Settings

  • Admins Can access Labs

  • Admins Can access Edit Company

Managers - $

  • Managers Can access users

    • But cannot manage or add Admin users

  • Managers Can access custom fields

  • Managers Can NOT access integrations

  • Managers Can NOT access Recipe Builder

  • Managers Can NOTaccess Open API

  • Managers Can NOT access Settings

  • Managers Can NOT access Labs

  • Managers Can NOT access Edit Company

Guides - $

  • Guides Can NOT access company details

Task Owners

  • Task Owners Can NOT access company details

Contributors

  • Contributors Can NOT access company details

Observers

  • Observers Can NOT access company details

Customers

  • Customer Can NOT access company details

Third Parties

  • Third Parties Can NOT access company details

All Users

Admin

Manager

Guide

Task Owner

Contrib.

Obs.

Ext. Users

Users

✔ - Cannot manage admin users or see fully loaded costs

Custom Fields

Integrations

Recipe Builder

Open API

Settings

Labs

Edit Company


Internal Users

Admin ($)

Members of your team that will be responsible for managing users within GUIDEcx as well as creating the onboarding templates that your teams will be using day in and day out.

$ - Cost of paid licenses can be found by Admin and Manager users by viewing the license type drop down in the user details drawer.

For questions about this reach out to your CSM or to billing@GUIDEcx.com

Main permissions:

  • Register with GUIDEcx

  • Create templates

  • Create projects

  • Add internal, external, and third-party users

  • Company Settings

  • White-label

  • Use GUIDEcx Branding

Visibility:

  • Admin & Manager users can look at any project within their GUIDEcx account and explore all the details. If you’d like to limit the amount you’re seeing, you can enable “My Teams”.

  • They can find project trends on the Dashboard and Analytics tab.

  • To receive automated updates on projects, add yourself to the project team.

Manager ($)

Members of your team that will be responsible for managing Guides and other license types (excluding Admin). The main role of this user is to assign others projects (Think Quarterback).

$ - Cost of paid licenses can be found by Admin and Manager users by viewing the license type drop down in the user details drawer.

For questions about this reach out to your CSM or to billing@GUIDEcx.com

Managers have the same permissions as an Admin except a few key ones:

  • They don't have access to Company Detail Settings

  • They can't edit Integrations

  • No visibility into Fully Loaded Cost for other users

  • They can add users, but they cannot create or edit Admin users

Guide ($)

These are the expert guides of your organization. These crucial members of your team will be leading customers throughout their onboarding experience using the templated project plans your Admin & Manager users have created. They will be responsible for ensuring your customer’s onboarding experience is smooth, seamless, and enjoyable. Also, Guides can spin up their own project plans and take on incoming project setups if you have integrated with other systems. They’ll also be able to provide critical feedback and ways to improve your onboarding templates.

$ - Cost of paid licenses can be found by Admin and Manager users by viewing the license type drop down in the user details drawer.

For questions about this reach out to your CSM or to billing@GUIDEcx.com

Task Owner (Free)

The main purpose of this user is to edit project plans as needed. Please note that they can only edit projects they are invited to. They have the same permissions as an Contributor, plus they can add/remove/edit regular tasks (NOT participant or event tasks)

Contributor (Free)

These are members of your organization that will be participating in the onboarding of your customers and/or would like visibility into their progress. These individuals could range from key stakeholders, account executives, technical teammates, or sales representatives. They will be playing supporting roles throughout your customer’s onboarding experience and may only be involved in certain tasks.

Note: A contributor's access is similar to an external user's access when it comes to editing tasks, etc, but of course they would be able to see things that are internal facing only.

Observers (Free)

Observers are an option for you to give an internal user a view only permission access.
Observers cannot be assigned tasks, log time, or add notes to projects or tasks.


External Users

Customer (Free)

Your customers are ultimately our customers. In GUIDEcx, they are considered contributors. We are almost as obsessed about their onboarding process as you are! Your customers will be using GUIDEcx to provide their needed input throughout the entirety of the onboarding process. They will also be inviting other members of their team as well.

Customer invite prompt:

The goal of the customer invite prompt is to simplify the app and increase engagement. Customers will be prompted to invite others from their organization to join the project.

Project success often depends on customer participation. Inviting key players will help to ensure all necessary people are actively aware of what work needs to be done, when it needs to be done, and by whom.

We recently did a study and found that when our partners are inviting 3-5 customers to their projects we see their On Time completion rate jump to 90%!!

Within the projects list:

  • Customers only see the projects they have been invited to.

  • Note they view these projects in the "Customer" tab of the projects list, not the "Provider" tab.

Changes a customer can make to a project:

  • They can add additional customers team members to the project.
    This is done from the project "Team" tab.

  • They can add public notes to the project, including @mentioning anyone.

  • They can add public attachments to the project.

Within the project’s plan view:

  • Internal regular tasks can be designated as "Hidden" visibility. The customer will not see these.

  • Internal regular tasks can be designated as "Task Name Only" visibility. For these the customer will only see the task name, not the additional information such as the task assignee, start/due dates, and status.

Within the global tasks list:

  • They only see the tasks they are the assignee of. They don't see any other customer tasks or any of the internal and/or third-party tasks.

For tasks the customer is the assignee of:

  • They can not edit the task instructions, start date, or due date.

  • They can not add tags to the task.

  • They can change the task status to “Done”, “Stuck”, “Working On It”, or “Not Started”.

  • They can reassign the task to another Customer user.

  • They can add public notes to the task, including @mentioning anyone.

  • They can add public attachments to the task.

  • They can mark checklist items complete, add checklist items, or edit existing checklist items.

  • For Participant tasks they can edit Participants and edit the Participant Call To Action text.

  • For Participant tasks, once the dependency is met, they can click on the blue "Send Participant Assignments" button on the task card. This sends an email to each Participant on the task, containing the text from the Participant Call To Action field of the task.

  • For Event tasks they can edit Participants and edit the Event Information text.

  • For Event tasks, once the dependency is met, they can click on the blue "Send Invitations" button on the task card. This sends an email to each Participant on the task, containing the text from the Event Information field of the task.

  • They can add themselves, or their teammates, as a Watcher of the task (to automatically receive notifications related to the task).

  • They can reassign tasks they are assigned to to other Customer Users

    Pro Tip!

    Assign your Main Point of Contact to all customer tasks in your project, then have them add their team as customers to the project team and reassign tasks to the appropriate people.

For tasks the customer is not the assignee of:

  • They can not edit the task instructions, start date, or due date.

  • They can not add tags to the task.

  • They can not change the task Status.

  • They can not change the task Assignee.

    • Note: If a Customer task is unassigned, no customer can add an Assignee.

  • They can add public notes to visible tasks, including @mentioning anyone.

  • They can add attachments to visible the task.

  • They can mark checklist items complete, add checklist items, or edit existing checklist items on external tasks.

  • They can not edit Participant/Event task Participants or edit the "Participant Call To Action" or "Event Information" fields.

  • They can add themselves, or their teammates, as a Watcher of the task (to automatically receive notifications related to the task)

Project action items:

  • They can not add project action items.

  • They can see action items which have been marked "Visible", however they can not open the action item to see the instructions.

  • They can see that a "Visible" action item has notes attached but they can not see those notes.

    • Note: Only providers can add notes to an action item, and those notes must be "Internal" visibility. "Public" notes can not be added to an action Item.

Third Party (Free)

These are non-customer parties that are part of your customer’s onboarding process. These are participants who will be specifically working on certain integrations and related portions of the onboarding of your customers. By flagging and assigning the tasks appropriately, these members will only see work relevant to their involvement during the onboarding.

Before you can add a third-party user, you must create their organization in the GUIDEcx system. To do this, you must be an Admin, Manager or Guide user.

How to create a Third-Party User

  1. Select the 3 "dots" located next to your company name.

  2. Navigate to the “3rd Parties” tab found near the end of the list.

  3. Next to the search bar you'll find the “+Add User” button on the top-right corner.

  4. This will open up a slide-out menu where you can add the user’s name and email. Third parties are automatically assigned a contributor user.

Note: Third party organizations will only be filled out if the user is also an internal user for a different GUIDEcx account.

Inviting a Third-Party User to a Project

You can add third-parties to a project in two different ways:

  1. Simply assign them a task within a project plan.

  2. Add them to the project via the “Add Team Member” button on the “Team” tab.


FAQs

Are Not Applicable (NA) Tasks visible to customers?

No NA tasks are entirely hidden from customers.

Can Admins set or reset user's passwords?

No, Admins cannot set or edit a user's password but they can prompt a reset password email. To do so to the GUIDEcx login screen (either by logging out of GUIDEcx or by going to app.GUIDEcx.com in an incognito window) and use the "forgot password" option.

What does a "Pending" status mean against someone's name?

The pending status means that the user has not been 'registered', meaning they have not created a password to log into GUIDEcx yet. If they have been interacting with the project, then they would be doing so via email.
Read more about how you can interact with GUIDEcx through email HERE.

How to check the number of available licenses we have?

Available User Licenses

You can see how many available licenses you have on the Users Page.

How do I give a user that isn't an Admin or Manager access to all projects?

If you add a Guide, Task Owner, or Contributor, to a task as the assignee, watcher, or participant on a task, they will be automatically added to the project team upon project creation with that template.

As an Admin or Manager how can I make it so I only see my own team's projects/notifications?

Check out the My Team feature - it can be enabled or disabled as needed, and will help to focus the information that you are looking at!

How Do I Activate/Deactivate Users?

Check out this article that will walk you through managing your internal users: http://help.guidecx.com/en/articles/6539978-how-to-deactivate-reactivate-users

How Do I Remove a User from a project?

  1. Navigate to the correct user screen.

    1. For internal users: Click the 3 "dots" next to your company name and navigate to the users list, (this list can also be found by navigating to settings>users list.)

    2. For third-party users: Navigate to the “3rd Party” tab in the left-hand menu and select the associated third party organization > remove connection.

  2. Once you are on the correct screen, find the user you would like to deactivate and click their name. This opens an editing window.

  3. At the bottom of the edit window you will see a "Remove Access" option in red.

  4. After you click the "Remove Access" button, you will be asked to confirm the deactivation.

If the user has tasks or projects assigned to them, you will be prompted with a message to choose an individual for whom these tasks to be reassigned to.

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