User Types/Roles

User Types/Roles

This page describes the various Clarizen user types and roles. The page includes the following sections:

About Roles

Every organization consists of team members, each with various work roles for different projects.

A role in Clarizen defines the team member’s permissions level per project what he or she is authorized to view and edit as part of their regular work activities. A team member can occupy several roles and their permissions level for any project or task can depend on their role on that specific project or task.

There are two general user role category allocations:

  • Project-Specific Roles
  • System-Wide Roles

System-Wide User Types

In addition to project-specific roles, there is a set of system-wide predefined roles, assigned to the user directly in their user's properties under the Special Permissions section. Usually such roles have system-wide activities and are assigned to the user directly in the user properties by the system's administrator.

System-wide roles include:

The table below describes the responsibilities and access for each system-wide user type:

User Role System Settings Number of Users Who Can Have This Permission Access
Administrator (Admin) An organization Administrator is authorized and able to access and adjust all system settings. Multiple users can have Admin permissions within a single organization.
Every organization should have at least one Admin. If you are the only Administrator, you cannot remove your own Admin permissions.
All system settings, including:
  • User maintenance
  • License distribution
  • Currencies
  • Rates
  • Organizational settings
Super User A Clarizen Super User within the organization is authorized and able to view and edit all aspects of work items (with the exception of the financial fields) in the organization regardless of their project roles. Typically, top level executives and project management officers (PMOs) are assigned this permission. Multiple
  • View projects in which they have 'No Role' as well as all projects in the organization
  • Approve timesheets of any projects in their organization
  • Approve expenses of any projects in their organization
  • Run any custom action
Financial User Users with financial permission in Clarizen can view and modify financial data across the organization, including user and job title hourly rates (cost and billing rates), budgeted and actual cost of work items, financial reports and expense reports. Multiple
External User External Users are licensed Clarizen users who may or may not be part of your company. if an External User is assigned to only one specific task within a project, they do not have the ability to view the parent work items of that task. Multiple
  • Restricted visibility of Clarizen work items
  • Can view projects or parts of projects to which they are directly assigned
  • Can view any sub-task of assigned work items (such as milestones and tasks, or sub-tasks of a parent task).
  • Cannot be included in Social posts
Time & Expense User Time & Expense User subscriptions are purchased in conjunction with either the Professional or Enterprise Edition subscriptions. Multiple
  •  Timesheets and modules
  • Able to report progress via email
Social User Social access is obtained in conjunction with either the Unlimited or Enterprise Edition subscriptions. Multiple




Project-Specific Roles

Specific project-related roles in Clarizen are determined dynamically, and depend on the user’s assignment for a specific project. A person may lead a certain project as the project manager, while assigned as an owner, managerresource or reviewer on others.

The table below provides a description of the responsibilities and capabilities each project-level role has.

Project Role Responsibilities Capabilities
Project Manager The creator of the project is defined, by default, as the project manager, owner, and a manager. The project manager can then assign a different user as the owner instead of him. The project manager can create/edit all project work items, including:
  • Calendar
  • Settings
  • Baseline
  • Assign resources
  • Assign owner
  • Assign managers
  • Completion percentage
  • Any public collaboration items
Owner In a multi-manager environment, the owner is the single individual who is responsible for the timely completion of the assigned work. Only one owner can be assigned per project per item. The owner is assigned at the time of project creation and is also one of the managers. If no user is explicitly assigned the owner role, the project manager also becomes the owner. The owner can create/edit all project work items, including:
  • Calendar
  • Settings
  • Baseline
  • Assign resources
  • Assign additional managers
  • Change owner
  • Completion percentage
  • Any public collaboration items
Managers Specific work item or sub-projects within a project can be assigned managers, allowing the ability to continue the work breakdown structure (WBS) for their chunk of the project.
Generally speaking, a work item manager is responsible for assigning their team resources to individual tasks within their project chunk.
This means that a manager can be set to a milestones or hammock, and therefore be given the rights to change the work plan from that parent item in the hierarchy down.
A project may have several sub-projects and work items, each with its own Owner, while maintaining overall control by the Project Manager.​​
Managers can create/edit specifically assigned work items from each item and down for the hierarchy, including:
  • Assignment settings
  • Manage resources
  • Scheduling
Resource Clarizen, any user in the system can be assigned as a resource. All resources are available via the People tab.
A project manager can create a project pool first, from which resources are assigned to the project, or else a resource can be assigned from the global organization wide pool by either the project manager or work item manager.
Resources have the ability to:
Reviewer reviewer does not take any active role in the project, but is given the ability to view the full project as a supervisor in order to assure that the correct infrastructure is in place for the project to be executed successfully. Reviewers cannot change anything in the Project. However, they can:
  • View the project structure of the work items to which they are assigned
  • Add collaboration items: notes, posts, emails for most work items in the project structure 
    Some limitations exist, such as not being able to add files to the project level.
  • View files attached to any work items in the project structure​



See Also: 
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