Roles and Access Rights in PRO-dela: How to Manage Your Project Team

Access to a project in PRO-dela is determined not by membership but by role. Each role has its own set of rights: which tasks are visible, whether stages and budget can be changed, whether people can be invited or others' materials deleted. A role is assigned when an employee is added to a project or accepts an invitation, and it can be changed at any time without recreating the participant.

Every new project starts with a ready-made set of roles — from project manager to observer. If the standard roles are insufficient, a participant with the right to manage roles can create a custom role from individual access rights. External people — clients, contractors, one-time specialists — enter the project via an invitation with a clear status: pending, accepted, or declined.

Below is how participant assignment works, how role types differ from default roles, how custom rights work, and what is visible at each step of the invitation process.

How a Participant Appears in a Project

There are two common ways. If a person is already registered in PRO-dela, they can be added directly to the project with an immediate choice of role, rate, and payment currency — the last two fields are optional and needed if the project tracks budget and costs by participant. If the person is not yet in the system or you are contacting them for the first time, an invitation by email is used.

Both paths are protected by the right to invite participants and the company limit: the active tariff limits the number of participants and roles available to the company. The project author is not included in this limit — they do not occupy a separate participant slot, even if formally listed in the project.

When a participant is no longer needed in the project, they can be removed — access is closed immediately, and the freed slot returns to the tariff limit. A participant can also leave the project themselves, except in one case: if they are the project author and the only remaining participant, leaving is blocked until they transfer rights or add someone else to the project.

Invitation: Statuses and What the Recipient Sees

An invitation has three statuses: pending — awaiting response, accepted — accepted, declined — declined. While the invitation is unprocessed, it remains in the inviter's pending list and in the recipient's "My Invitations" list.

If the invitee is already registered, the invitation is immediately linked to their account. If not, they receive an email with a registration link; after they create an account, the invitation must be confirmed again, and only then does it appear in their personal list.

The recipient can accept or decline the invitation. Acceptance immediately creates a participation in the project with the selected role and grants access — the team does not need to update anything manually; already open pages with participants automatically reflect the change. A declined invitation is not deleted but remains in history with the status "declined."

The details page of a specific invitation is visible only to the person it is addressed to — by linked account or matching email. Other project participants do not see such details: they only have access to the general list of sent invitations and their statuses. The inviter can revoke an invitation that has not yet been accepted.

Role Types and Default Roles

A role has an optional label — type: executor, client, or task acceptor. The type does not replace access rights but helps the platform more accurately display the relevant side in certain screens — for example, distinguishing a client from another executor in a task card.

Much more significant are the default roles — the initial set that every new project receives:

• Project Manager — full control over the project and roles, except actions available only to the owner;
• Executor — works with their own tasks and those where they are listed as a participant;
• Client — sees all project tasks and accepts the work result;
• Observer — sees only their own tasks and what happens in discussions where they participate.

This is a starting point, not a fixed catalog. The name, composition of rights, and even the list of roles themselves can be changed immediately after project creation.

Custom Roles and Access Rights

A participant with the right to manage roles can create a role from scratch: give it a name and select exactly the actions it should allow. Rights are grouped by project sections — roles themselves, the project as a whole, stages, tasks, budget, and discussions.

The difference in rights is noticeable not only in actions but also in the interface. For example, the "Budget" tab on the project page is visible only to those who have the right to view the budget — other participants simply do not see it in the tab list. The same applies to tasks: one participant sees all project tasks, while another sees only their own and those where they are listed as a participant.

Creating additional roles, like adding participants, counts toward the active tariff limit of the company — more details about limits in the article on companies and tariffs in PRO-dela.

How Participant Rights Change Over Time

A role can be changed at any time — this is done by a participant with the right to assign roles. The change applies immediately: no need to log out or refresh the page; the participant's access updates in real time during work.

Rights within a role can be fine-tuned just as quickly: add or remove a specific action without creating a new role or affecting other participants who already have that role assigned.

If a specialist was connected to the project for a single task, they can be removed from the project immediately after completing the work. This does not affect their other projects: roles and rights are always tied to a specific project, not to the user as a whole.

Reference Lists: Users, Rights, and Currencies

Three service lists underlie the forms for adding participants and roles. The user list is used to find an already registered person and add them directly to the project without sending an invitation. The rights list is the set of actions from which a custom role is assembled. The currency list is used if a payment rate is specified for a participant — then the amount is immediately tied to the appropriate currency.

These are reference data, not a separate company setting: they are the same for all projects and do not require reconfiguration when creating a new project.

What Belongs to Roles and What to Other Sections

A role governs access within the project: what a participant sees and what actions they can perform. It does not describe the work itself — assignment of executors to specific tasks, priorities, and statuses are covered in the article on tasks in PRO-dela.

A role also does not manage the company tariff, subscription payment, or bank cards — that is the company level, not the project level. The number of participants and roles available to the company is limited by the chosen tariff.

Frequently Asked Questions

Can the same person have different roles in different projects?

Yes. A role pertains to a specific "participant — project" pair, not to the user as a whole. In one project, a person may be an executor, and in another, a client or observer.

What happens if I invite a person who is not yet registered?

They will receive an email with a registration link. After they create an account, the invitation must be confirmed, and only then will it appear in their personal invitation list.

Can I cancel an invitation that has already been sent?

Yes, as long as the recipient has not responded. Once the invitation is accepted or declined, it remains only in the history.

Can I configure rights more precisely than the default roles allow?

Yes. You can create a role from scratch and select any set of rights from the general list — from viewing tasks to managing the budget and other roles.

Configure Roles for Your Team

Register in PRO-dela and create your first project: it will immediately receive a ready-made set of roles, and participants can be added via invitation or directly. Then fine-tune the rights to match how your team actually works.