User Security Roles

Modified on Thu, 11 Jan 2024 at 09:13 PM

This article explains the different security roles that can be associated to a user account. The type of security roles the users require are dependent on the role they perform within your organisation.

Note that only users with the User Administrator role can set the roles on a user account. 

Administration Roles

Admin roles grant access to various administrative areas, allowing for the configuration and adjustment of settings that affect the entire site. It is important to consider whom you assign these roles to, given their wide-reaching impact.

Administrative pages can be accessed by clicking on the user profile (located at the top right corner of the navigation).

Application Administrator

Users with this role have access to the entire Fluid instance to manage and administer system configuration and settings including - data, financials, timesheets and user accounts. 

This role is usually given to the Tool Administrator.

Data Administrator

User accounts with this role have access to the data administration page to do bulk download of data.

Financial Administrator

This role should be given to individuals responsible for the financial oversight in a PMO environment. They manage and configure all aspects of project's financials, including portfolio financial management, rate card setup, expense category definition, capitalisation setup and handling financial actuals. They also play a key role in controlling the month-end financial close-off process.

This role is typically given to Tool Administrator and key stakeholders in the finance department.

Project Administrator

Users in this position are granted full control over every aspect of the projects. They have the authority to modify project details, adjust financial parameters, allocate resources, and tailor project-specific settings to align with organisational objectives. Their responsibilities extend beyond simple edits, encompassing the strategic shaping of how projects are managed and tracked within the system. 

This role is typically given to your Head of PMO.

Timesheet Administrator

Users with this security role can configure the timesheet module and manage (edit / approve, recall, etc.) any timesheets in the system.

User Administrators

Responsible for managing user accounts and overseeing resource records, including creating and modifying accounts, adjusting access permissions, and maintaining accurate resource and placeholder records.

User administrators ensure that users have the necessary access required to perform their job functions while maintaining security and compliance with organisational policies and regulations. In addition, the user administrator can edit the user domains that are accepted in the instance using Team Sign Up through the Administration Console. 

This role would typically be given to the Tool Administrator and Resource Manager. 

Access Roles

Except for the user role that is used to give the user access to the application, all other access roles determine the functionalities available to a user. 

While these roles enable navigation within different sections, they do not inherently provide the ability to see or modify information. For a user to access specific data, permissions must be assigned directly, either by allocating items to them, granting them editorial rights on certain items, or by giving them the right to view information through inclusion in teams or assignment to projects, meetings, boards, or workhubs. Therefore, these roles are specifically for accessing designated areas of functionality within the system.


The User role provides general access to Fluid. This is the minimum role requirement for a user to be able to log into Fluid. 

Project Access

The Project Access role provides access to the Projects module, i.e allow users to access project's workspaces and project dashboards. However, it does not give them the ability to create projects or access all project functionalities. Additional roles are required as explained below.

This role is typically given to all resources working on projects.

Financials Access

Users with the Financials Access role have access to the financials section and information of the project workspaces, as well as any Financial reporting.  

This role is typically given to your financial executives, project administrators, project managers and stakeholders.

Resourcing Access

The Resourcing Access role give users access to the project's resource management and capacity planning functionality.

This role is typically given to your project managers, stakeholders, and resource managers.

Benefit Access

Users with the Benefits Access role have access to the project's benefits and ongoing costs functionality. 

This role is typically given to financial executives, project administrators, project managers and stakeholders.

Permission Roles

Permission roles provide users permission to areas and ability to do certain functions without having an administrative role. They are roles normally given to stakeholders and executives and select users based on your organisations policies.

Project Viewer

Users with the Project Viewer role can access ALL projects. Without Project Viewer access users need to be explicitly added to a project to be able to access it. 

This role should therefore be assigned to any users who need to have access to all projects across the organisation

Project Submission

Only users with project submission role can create new projects or programs using the user interface or the project bulk edit functionality. Use this role to restrict who can create projects on your instance.

Timesheet Roles

Timesheet roles provide users with ability to access the different features that are included in timesheets and timesheet management. 

Timesheet Exempt

Users with Timesheet Exempt role are exempt from submitting timesheets from a timesheet compliance point of view. This means that they can submit timesheets but the timesheets are not included in the timesheet compliance metrics.

Accountable Executive

This role is used to set up your organisational hierarchy. This role should only be given to top-level executives. Once accountable executives are identified, the system will automatically assign accountable executives to the resources based on the manager and which accountable executive the manager reports to. 

The accountable executive role is used for reporting purposes, especially when reporting on missing resource forecast or timesheet compliance as it will display the entire reporting line under the accountable executive.

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