How to Add an Existing Member to a Project
How to add an existing team member to a specific project in Onsite, using either Company Settings or from inside the project directly. Use this article when the person is already in your company but needs access to a new project. If the person is not yet added to the company at all, see How to Add and Assign a New Team Member first.
Before You Start
- You need Admin access, or the Manage Project Team permission enabled on your role
- The member must already exist in your company under Settings, then Roles and Access
Which Option to Use
Option A — Add Member to Project via Company Settings
Use this option when you want to manage a member’s project access across all projects from one place, or when adding them to more than one project at the same time.
Step 1: Go to Settings
Click Setting in the left sidebar.
Step 2: Open Roles and Access
Click Roles & Access from the Settings menu.
Step 3: Find the Member
In the Team and Access tab, find the member in the list.
Step 4: Open Their Project Access
Click the number under the Access column next to their name (e.g. “2 Projects”).
A list of all projects in the company appears with checkboxes.
Step 5: Select the Project
Tick the checkbox next to the project you want to add them to. You can tick multiple projects at once to add them to several projects in one action.
Step 6: Save
Click Save.
The Access column updates immediately to reflect the new project count (e.g. “3 Projects”). The member can see the project the next time they open the app.
Option B — Add Member to Project from inside the Project
Use this option when you are already working inside a project and need to quickly add one or more members without leaving the project.
Step 1: Open the Project
Click Projects in the sidebar and open the project you want to add the member to.
Step 2: Open Manage Access
Click the Manage Access icon in the top right corner of the project. This icon looks like a person or a group of people.
Step 3: Open the Members Tab
Click the Members tab in the panel that opens.
The panel shows all members currently added to this project.
Step 4: Search for the Member
Click the search field and type the member’s name.
Results show members who are in the company but not yet added to this project.
Step 5: Select the Member
Click the member’s name from the search results.
They are added to the project immediately. No Save button is needed.
Repeat Steps 4 and 5 to add more members one by one.
What the Member Can Do After Being Added
Once a member is added to a project, they can see and work within that project based on their role permissions. They do not need to log out and back in for the project to appear — it shows up in their project list on next navigation or refresh.
What they can see and do depends entirely on their assigned role. If they can see the project but cannot perform expected actions, the issue is with their role permissions, not their project access. See Related Articles below for role management guidance.
Adding Multiple Members to a Project
Via Company Settings (Option A): Repeat Steps 3 to 6 for each member individually. Each member’s project list is managed separately from their Access column.
Via the Project (Option B): Search and click each member one at a time in Steps 4 and 5. Each selection is saved immediately, so you can add multiple members in one session without clicking Save between each one.
Removing a Member from a Project
The same two paths used to add a member can also be used to remove them.
Via Company Settings: Open the member’s Access column, uncheck the project, and click Save.
Via the Project: Open Manage Access, open the Members tab, find the member, and click Remove from project.
Removing from a project does not delete the member’s account or remove them from the company. They lose visibility into that project only.
Tips
- Adding a member to a project gives them visibility into that project based on their role. It does not change their role. If you need to change their role at the same time, do that separately via Settings, then Roles and Access.
- You can add a member to all projects at once by ticking all checkboxes in their Access column. Useful when onboarding a senior manager or Admin-level user who needs full company visibility.
- Members with the Client role will only see what their role allows. Adding them to a project does not give them access to financial data or internal reports unless their role permits it.
- If a member cannot find the project after being added, ask them to pull down to refresh the project list on mobile, or reload the page on web.
- The Manage Access icon is visible to Admins and to any role that has the Manage Project Team permission enabled. If a Project Manager needs to add members independently, enable this permission on their role via Settings, then Roles, then Edit.
- Option B (from inside the project) is faster when adding several people to one project. Option A (via Settings) is faster when one person needs access to several projects.
If Something Goes Wrong
| Problem | Likely Cause | What to Do |
|---|---|---|
| Member not found in the search inside the project | Not added to the company yet | Go to Settings, then Roles and Access, then click + Add Member to create them first |
| Manage Access icon not visible inside the project | Not an Admin or missing Manage Project Team permission | Ask your Admin to add the member, or ask them to enable the Manage Project Team permission on your role |
| Member added but project not showing on their app | App not refreshed | Ask the member to pull down to refresh the project list or reload the web app |
| Member can see the project but cannot perform actions | Role permissions are too restrictive | Go to Settings, then Roles and Access, check their role, and adjust permissions if needed |
| Member not showing in the Team and Access list | Not yet added to the company | Follow How to Add and Assign a New Team Member first |
| Access column showing the right number but member still cannot see the project | Cached data on member’s device | Ask the member to log out fully and log back in |
| Need to add the same member to 10 or more projects | Ticking one by one is slow | Open their Access column in Settings, tick all required projects at once, and save in one action |