Instrumentl's User Permissions feature allows you to limit access based on roles, ensuring that each user on the account only sees what’s relevant to them. This can be especially helpful when working with multiple teams/clients across different projects and initiatives as well as for safekeeping of sensitive documents and data around subscription and billing details.
Your grants team can work directly within your account (Core Users), or they can collaborate on grant requests via task emails outside of the Instrumentl platform (Collaborators).
Plan-level Availability
Beginning on the Professional Plan, all institutional, nonprofit & consultant accounts include external Collaborator seats (in Beta).
Project-access controls for Core account users are configured via "User Permissions", i.e., Project Member Role type. This feature is available beginning on the following plan levels:
Nonprofits on the Pro Plan: Grant managers can invite program staff or other colleagues to join projects relevant to their work.
Consultants on the Advanced 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 that do not have access to User Permissions (i.e., Project Members), all users added to the account are granted full access to account data as a Member. The account Owner will automatically be designated as an Admin.
Team Roles and Permissions
Your team members can work on grants either (1) directly within your account as Core Users under three distinct access roles, or (2) externally as a Collaborator.
Core Users — Internal team
When you're setting up your Team of Core Users who have login credentials to your Instrumentl account, you’ll have three roles to choose from:
Admin: Admins should be individuals 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.
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.
Please note: Consultant accounts can use the User Permissions feature to assign the role of Project Member to Core Users starting on the Advanced Plan.
Collaborators — External team (in Beta)
On the Professional Plan and above, You can also add a teammate as an external grants Collaborator. A Collaborator can complete Task assignments 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 |
*Owner / Admin |
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|
Member |
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|
Project Member |
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|
Collaborator |
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|
How to manage Roles & Permissions
The account Owner and other Admins can make changes to user's roles and project access by going to Account > Manage Team.
When inviting a new user, you'll add them as either a Core User or as a Collaborator (External Collaborators are available on the Pro Plan and above).
A user's designated Role and Project Access can be adjusted under the respective columns next to the user's name.
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, but they will no longer be on your Team; 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 role of Owner 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 Owner will remain an Admin. Read more about changing account Owners here.
Convert Collaborators to Core Users
If you want to give a Collaborator access to Instrumentl's platform, you'll need to make them a Core User. To do so, from the User Actions dropdown menu, select Upgrade to Core User:
Limits on Number of Teammates
Every account comes with a baseline limit for both Core Users and external Collaborators, depending on your plan. You can confirm your plan details either via Account > Settings:
OR by visiting the Pricing page:
Your Team page displays your account's current user makeup:
Core Users: All "internal users" (Admins, Members and Project Members) count toward the total number of Core User seats. You may also purchase additional core user seats for $5/user per month (or $60/user per year when billed annually).
Collaborators: External Collaborators cannot access your account, but can be assigned Instrumentl Tasks and complete them directly via email.
Professional Plan: Includes 10 Collaborator seat spaces.
Advanced & University Plans: Custom amount (or 20 by default) — This can be discussed with an Onboarding Advisor/Account Executive when signing up, or with your account's designated Customer Success Manager.
User Permissions allow you to control what information team members on your account can access, keeping data secure and organized while ensuring focused involvement.
Contact Us 
Reach out to our friendly Support team if you have any questions about User Permissions and setting team roles & access controls. Message us via the chat bubble when you're logged in, or email us at hello@instrumentl.com.