Auto Add Project Team Members as Project Collaborators

Last Modified On: May 12, 2025

What’s the Difference Between a Project Team Member and a Collaborator?

In Inspire Planner, a Project Team Member and a Collaborator serve different purposes, though they can sometimes be the same person.

• Project Team Member:

  A Project Team Member is someone assigned to work on tasks within the project. They are added to the Project Team and often have a defined Role (e.g., Project Manager, Engineer, Business Analyst). If a task matches their role, Inspire Planner can automatically assign that task to them (for more information, please see Auto Assign Tasks to Project Team Members using Roles). These resources are actively involved in executing project work.
   

• Collaborator:

  A Collaborator is someone you want to share the project with, either for visibility or input. Collaborators may or may not be assigned tasks. When added, they are granted read-only or read/write access to the project, depending on the permission level you choose. Collaborators are often stakeholders, team leads, or others who need to monitor progress but aren’t necessarily completing project work.

When adding users as Project Team members for task assignment, you can choose to automatically add them as Project Collaborators directly from the Project Team record. This streamlines the process by eliminating the need to add them separately as collaborators.

Automatically Add a Project Team Member as a Project Collaborator

When creating a new project team record, set "Add as Collaborator" to TRUE and specify the collaborator's permission level.

• Viewer - will grant the user "read-only" access to the Project
• Editor - will grant the ruser "read and edit" access to the Project

Click on Save when finished.

Please Note:  

• Only Users can be automatically added as collaborators on the Project via the Project Team record. If you would like to add Contacts as collaborators on the Project, you will need to use the Add Project Collaborator Icon. Queues cannot be added as collaborators.

Important Notes:

• It will only add the resource as a collaborator if he/she does not yet exist as a collaborator on the Project.
   
• If a collaborator record for the resource already exists, it will update the collaborator permission level with what is specified in the Project Team record when the Project Team record is created.
   
• If the Collaborator Permission Level is adjusted in the collaborator record, it will not update the Collaborator Permission Level defined in the Project Team record. However, if you edit the Project Team record, it will always overwrite the Collaborator Permission Level with what is defined on the Project Team record.
   
• When the Project Team record of a collaborator is deleted, it will also delete the collaborator record unless they are the project owner.