Instrumentl's user permissions allow you to limit access by role, ensuring each user on the account sees only the information relevant to their role. This can be especially helpful when working with multiple departments or clients across different projects and initiatives, as well as for securely storing sensitive documents and data related to subscription and billing details.
Your grants team can work directly within your account (Core Users) or collaborate on grant requests via Task emails outside the Instrumentl platform (Collaborators).
Plan-level availability
Collaborator seats
Beginning on the Pre-Award Plan, all institutional, nonprofit & consultant accounts include external Collaborator seats.
Project Member role
Project-level access controls for Core Users are available with the Project Member role type. This user role is available beginning on the following plan levels:
Nonprofits on the Pre-Award Plan: Grant managers can invite program staff or other colleagues to join projects relevant to their work.
Consultants on the Full Lifecycle Plan Grant consultants can invite clients or other individuals to projects that pertain only to them, while keeping other client work private and secure.
Universities: Grant prospectors can invite faculty to projects specific to their research areas.
Note: For accounts without access to Project Members, all users added to the account are granted full access to the account's data as Members. The Account Owner will automatically be designated as an Admin.
User types
Your teammates can work on grants either (1) directly within your account as Core Users assigned one of three distinct roles, or (2) externally as Collaborators.
Core Users — internal team
Core Users are individuals on your team who have login credentials for your Instrumentl account. They can use the platform, though with varying levels of access and permissions. There are 3 roles to which Core Users are assigned.
Admin
Admins are responsible for overseeing your entire Instrumentl account, including user management, billing and other administrative duties. The sole Account Owner will always be an Admin by default.
Member
Members are typically team members who need access to multiple projects but don’t need to manage the account’s billing or subscription. They will have access to all projects.
Project Member
Project Members are ideal for users who only need access to specific projects, such as program staff, clients, or faculty members working on particular research areas. These users cannot access or view projects they are not assigned to.
Collaborators — external team
On the Pre-Award Plan and higher, you can also add a teammate as an external grants Collaborator. A Collaborator can complete Task assignments via email without ever logging in, making it the optimal cross-collaborative role for finance teams, directors, and other external stakeholders.
Collaborator seats are distinct from Core User seats and thus allocated separately.
A team member cannot simultaneously be a Collaborator and a Core User within the same account. Collaborators do not have login credentials.
User roles access table
The table below outlines user permissions & access for all team roles.
Role | What They Can Do | What They Cannot Do |
*Account Owner / Admin |
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|
Member |
|
|
Project Member |
|
|
Collaborator |
|
|
Managing users
The Account Owner and other Admins can change users' roles and project access by going to Account > Manage Team.
When adding someone to your team, you'll either invite them as either a Core User or add them as a Collaborator.
A user's designated role and project access can be adjusted under the respective columns in the Team page.
User Actions
Click the three dots to the far right to open up a User Actions dropdown menu.
Remove a user
From the User Actions dropdown menu, select Remove to disconnect a user from your account (this will not permanently delete them from the system; rather, they'll automatically move to a new sole-user account under their name with the same login credentials).
Removing a user will result in all their assigned Tasks, projects and opportunities being reassigned to the Account Owner.
Change the Account Owner
Only the Owner of an account can transfer their Account Owner role to another user. To do so, under the User Actions dropdown menu, select Make Account Owner. This will automatically make them an Admin, and the previous Account Owner will remain an Admin. Read more about changing Account Owners here.
"Promote" Collaborators to Core Users
If you want to give a Collaborator access to Instrumentl's platform, you'll need to convert them to a Core User. To do so, from the User Actions dropdown menu, select Upgrade to Core User:
Limits on Number of Teammates
Each plan has a baseline limit for Core User seats, and some also include a default number of Collaborator seats. You can confirm your plan details on the Settings page (Account > Settings).
...as well as on the Subscription page (Settings > Manage).
Also, you can see the default number of Core User seats for each plan on the Pricing page.
Your Team page displays your account's current user seat limits and availability.
Need additional user seats? Read our guide on adding user seats to your account.
Contact us 
Reach out to our friendly Support team if you have any questions about user roles and permissions. Message us when you're logged in, or email us at hello@instrumentl.com.