Creating Users

Types of Users in Accolade Projects

In Accolade Projects, users can be assigned one of the user types below, as well as additional user roles. These user types and user roles determine the level of access and rights that the user has.

The four user types are:

  • Admin Users (Highest Visibility & Access Privileges): Admin Users have "Superuser" rights and have the authorization to all functions in Accolade Projects. They have configuration rights and can see and edit everything. These are the system owners.

  • Power Users: A user must be assigned the Power User type in order to function as the Project Manager, Resource Manager, PMO, Finance Manager, Executive or other key user roles. They can be assigned multiple roles but are limited to their assigned roles.

  • Users: Users are the most common users in Accolade Projects (usually 80% of a userbase). They can see their own assigned tasks, the entire project plan, and risks and issues for that project. Users cannot see the Financial or Summary tabs on projects. They can see task and project hours, but cannot see spending data.

  • Restricted Users (Lowest Level of Visibility and Access Privileges): Restricted Users cannot see anything beyond the tasks, risks, and issues that have been assigned to them. They can also submit timecards. Often, these restricted users are contractors or external consultants.

In addition to the broad user types, there are twelve specific user roles which provide access to varying functions and modules in Accolade Projects.

Note:  Only Admins and Power Users can be assigned special user roles.

These user roles are:

  • Project Sponsor: Usually senior leaders who have P&L (profit and loss) ownership and access to funding. Every project should have a Project Sponsor, because a Project Sponsor is the person who controls the budget and is usually on the hook to deliver the project's benefits.

  • Project Manager: Has complete editing access to the projects they manage.

  • External Project Manager: Used for project managers that need to have system access limited to only the projects they are managing.

  • PMO: This role has the second highest access to functions and information in Accolade Projects; a user with this role can control the governance lifecycle workflow and edit all projects.

  • Resource Manager: Assist project managers with resource planning and staff allocation, determine a team's capacity to meet the staffing requirement of projects, assign resources to projects, and approve timecards; generally, every "Team" in Accolade Projects should have a resource manager.

  • Financial Admin: Access to ledgers, project funding, and can produce CapEx Reports.

  • Leadership: Read-only view to reports and the project information dashboard.

  • Release Manager: Very specific role to manage product releases; usually for digital products.

  • Timecard Admin: Review timecard stats, submit timecards on behalf of resources that may have forgotten to submit timecards.

  • Timecard Report Runner: This is very specific job function to process the feed of timecard data.

  • Vendor Coordinator: This role allows the organization to segregate the administration of vendor data to procurement (or a similar job function) without giving them overall admin capability.

  • User Access Admin: This role allows organizations to segregate the user management function to IT Security from the overall administration of the Accolade Projects configuration.

The Security Matrix document details each of the twelve user roles and their respective levels of access within the system.

To add a new user:

You must have Admin rights assigned to your account.

  1. Log into Accolade Projects.

  2. From the navigation bar at the top of the page, select Administer, and click on Users.

  3. Click on the Add New User button. The Edit User dialogue displays.

    Note:  All fields marked with an asterisk are mandatory. Otherwise, the fields are optional.

  4. Fill in the following information on the left of the screen:

    Field Description

    Active

    		 Toggle switch on whether this user is currently active on the system.

    Email*

    		 Enter the user's email address. Hit the tab key to automatically copy the email into the Login field.

    Login*

    		 Enter the user's login; generally use the same email address as mentioned in the Email field.

    Name*

    		 Type in the user's full name. Hit the tab key to automatically fill out the First Name, Last Name, and Sort Name fields.

    First Name*

    		 Enter the user's first name.

    Last Name*

    		 Enter the user's last name.

    Sort Name*

    		 Enter name the user should be sorted by.

    Ref #

    		 Enter a reference ID for the user.

    Phone Number

    		 Enter the user's phone number.

    Mobile Phone Number

    		 Enter the user's mobile number.

    Timezone*

    		 Select from the drop-down which timezone the user is operating on.

    Manager*

    		 Select the user's manager from the drop-down.
    User Type*

    Select the user type. This defines the user's functionality and visibility on Accolade Projects. See Types of Users above for more detail.
    Start Date Select which date this user starts.
    Starting Page* Select a landing page for when the user logs in to Accolade Projects.
    Send eMail Toggle switch on whether this user receives emails from Accolade Projects or not.
    Employee Type*

    Select whether the employee is:

    • Internal: They will have to submit timecards.

    • External Hourly: Select for time-and-materials consultants.

    • External: Select for fixed-fee consultants.
    Salary Exempt Toggle switch on whether this user is exempt from company salary.
    Submits Timecard Toggle switch on whether this user is able to submit timecards.
    Vendor Select a vendor from the drop-down to assign to this user.
    Cost Center Select a cost center from the drop-down to assign to this user.

  5. Under the Roles tab, assign user roles to this user by locating the relevant roles and checking them.

    Note:  Only Power Users and Admins can have one of these special user roles assigned.

  6. Under the Rates tab, click on Add New Rate to enter the new hourly rate for the user.

  7. Under the Job Roles (Work Categories) tab, assign job roles to this user by locating the relevant roles and checking them.

  8. Under the Teams tab, select a team from the drop-down list to assign a primary team to this user.

  9. Under the Other Groups tab, locate and check any other relevant groups for this user.

  10. Under the Custom Attributes tab, click on Add New Attribute to add a new attribute.

  11. If your company is integrated with Accolade, under the Integrations tab, enter your Accolade login and ID.

  12. Under the Authentication tab, click on Authentication Type and choose one of the following:

    • Inherit: The user will inherit the default company-wide setting (displayed in parentheses on the right) that was set during the initial implementation.

    • Local: The user authentication is handled by Accolade Projects locally via a user ID and password.

    • SSO: This is used when a company uses an identity management system (like Okta or Microsoft Active Directory) to authenticate users.

    In the TFA Enabled field, switch the toggle on to opt in for two-factor authentication (TFA) at sign-in.

  13. Click on Update to save all changes.

    • Click Cancel to undo all changes.