Understanding Access Levels
Mosaic offers your users several access levels to ensure that each user has the appropriate access and control over projects and tasks. These access levels help you manage what users can see and edit within your organization’s Mosaic account. Here are the key access levels:
Admin: The highest access level Complete control over settings, permissions, and data across the account.
Budget Manager: Manages budget visibility and edits work plans and resource allocations.
Work Planner: Handles workload and scheduling for team members, including planning tasks.
Base Member: The lowest access level. These users can view projects but have limited ability to make any changes to project information.
Let’s look at each role in more detail.
Admin Access Level
Admins hold full authority over every aspect of Mosaic, allowing them to:
Access to Admin Settings: Configure global settings, manage external integrations, modify individual or bulk user permissions, control access levels, and lock specific projects or portfolios to restrict access.
Oversee all projects, teams, budgets, and permissions: Manage every area of the platform with complete administrative access.
View cost rates: If enabled, admins can access cost rates in reports and budgets for financial oversight.
Budget Manager Access Level
The Budget Manager oversees the financial aspects of projects, ensuring proper budget management and allocation. Their responsibilities include:
View and edit project budgets: Budget Managers can modify fees and allocate budgets to different project phases, depending on their permissions, or they may have view-only access. They can also view detailed breakdowns of time spent on tasks.
Work plan management: Using the remaining time function from the project’s budget, Budget Managers can create and adjust work plans.
Access to reports: They can view all project reports, including budget reports, but do not have access to cost rate details.
There’s an option to restrict Budget Managers’ access to only the projects they are directly involved in as project managers or team members. This ensures they can manage work plans without making unauthorized financial changes on other projects.
Work Planner Access Level
The Work Planner access level is designed for users who manage team schedules, tasks, and workloads, but do not handle project budgets. They have full access to the workload and planner spaces, where most planning takes place. They can:
Create and edit work plans: Build and modify work plans by assigning tasks to team members and setting deadlines.
Manage project schedules: Add and adjust project timelines as needed.
View project financials (percentage only): Financial details are limited to percentages unless additional access is granted.
Work Planners have significant control over the workload and planner spaces but are generally restricted from managing budgets and generating detailed reports.
Base Member Access Level
A Base Member typically has the least control in Mosaic. They can:
View projects but not edit them.
See team schedules and tasks in projects they are assigned to.
A "No Access" Base Member means that while other users can plan and assign tasks for them, the member cannot log in to Mosaic or interact with the platform themselves.
Base Members can add notes and update task assignments within a project, but they cannot make changes to major project elements unless granted additional permissions.
Managing Permissions in the Admin Settings
In Mosaic, you can modify permissions for each user directly from the Admin Settings tab:
Navigate to the Members Tab: Here, you’ll see a list of all your team members.
Assign or modify their permissions: Choose between Base Member, Work Planner, Project Manager, Budget Manager, or Admin.
Customize specific access for project management, budget control, and work planning by selecting the appropriate checkboxes.
You can also bulk update permissions if you need to make changes across several users at once. This is especially helpful for large teams or when onboarding new departments.
Project & Portfolio Manager Permissions
The Project & Portfolio Manager roles offer flexible permission settings, allowing you to customize the access levels for team members assigned as PMs to specific projects. In the permissions settings, under the "Org Access" and "Project-Level Access" tabs, you'll find additional options tailored for these two roles. These settings enable you to easily add or restrict specific functionalities for members based on their role within a project or portfolio.