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User Permissions

Learn how to manage access and control within your Instrumentl account by assigning specific roles to your team with User Permissions.

Kyle Ward avatar
Written by Kyle Ward
Updated over a week ago

User Permissions allows you to limit access based on roles, ensuring that each team member only sees what’s relevant to them. This can be especially helpful if you're working with multiple collaborators or clients across different projects.

Who has access to User Permissions?

  • Non-Profits on the Pro Plan: Grant managers can invite program staff to projects relevant to their work.

  • Consultants on the Advanced Plan: Grant consultants can invite clients to projects that pertain only to them.

  • Universities: Grant prospectors can invite faculty to projects specific to their research areas.

Note: For accounts that do not have access to user permissions, all users added to the account are granted full access to account data as either a member or admin.

Available Roles

When you set up User Permissions, you’ll have three roles to choose from:

  1. Admin: Admins should be individuals responsible for overseeing your entire Instrumentl account, including billing and user management.

  2. Member: Members are typically team members who need access to multiple projects but don’t need to manage the account’s billing or user roles.

  3. Project Member: Project Members are ideal for collaborators who only need access to specific projects, such as program staff, clients, or faculty members working on particular research areas.

Roles and Permissions

Role

What They Can Do

What They Cannot Do

Admin

  • Access everything within the Instrumentl account, including billing and all projects.

  • Add new users to the account.

  • Change the permissions of other users (e.g., promote a Member to Admin).

  • No limitations—Admins have full control over the account.

Member

  • Access all projects within the account.

  • Create, edit, and delete projects that Project Members can access.

  • Add new Members and Project Members (if there are available user seats).

  • Change the roles of others to Project Member or Member roles.

  • Manage integrations and custom fields

  • Cannot view or manage the subscription.

  • Cannot change their own permissions or those of other users.

  • Cannot add or manage Admins.

  • Cannot make changes that impact billing.

Project Member

  • Limited to specific projects they are assigned to.

  • Within their projects, can add opportunities, edit project details, and generate reports.

  • Can access documents and generate reports for the projects they are assigned to.

  • Cannot access or manage projects they’re not assigned to.

  • Cannot add or manage other users.

  • Cannot pull reports that include data from projects they don't have access to

  • Cannot add spenddown data for unassigned projects.

How to Setup User Permissions

If your plan includes user permissions, the Account Owner can easily manage team members' access. Just go to Account > Manage Team to review and update permissions for your team members.

Is there a limitation on the number of project members?

Yes, the number of user seats depends on your plan (you can view details here). Each additional user seat costs $5 per month. All roles, including Project Members, count toward the total number of user seats.

If you need support with user permissions, send us a message using the chat bubble or email us at hello@instrumentl.com.

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