How to Manage User Roles and Project Access
How to change a team member’s role, remove a member from a specific project, and remove a member from the company entirely. Also covers how the two-level access system works in Onsite and how roles and project access interact.
Before You Start
- You need Admin access
- Understand the difference between removing someone from a project and removing them from the company. Removing from a project keeps their account active. Removing from the company revokes all access immediately.
How Access Works in Onsite
Access in Onsite is controlled at two levels: role and project.
| Level | What It Controls |
|---|---|
| Role | What modules and actions a member can see and perform across the platform (e.g. whether they can view sales invoices, raise purchase orders, or access payroll) |
| Project Access | Which specific projects the member can see and work on |
Both levels must be set for a member to access anything meaningfully. A member with a role but no project access will log in and see no projects. A member added to a project but with no role will have no permissions within it.
Key rule: Every user in Onsite, including Admins, can only see projects they have been explicitly added to. Project visibility is never automatic based on role alone.
Option A — Change a Member’s Role
Roles are set at the company level. A role change applies to the member across all projects immediately.
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
The Team & Access tab is open by default. Find the member in the list.
Step 4: Change the Role
Click the Role dropdown next to the member’s name. Select the new role.
The change saves automatically. The member’s permissions update immediately across all their projects.
Available roles:
Admin, Accountant, Site Engineer, Senior Manager, Sales Manager, Project Partner, Data Entry Operator, Associate HR, Design Engineer, Purchase Manager, Warehouse Manager, Sub Contractor, Operator, Client, Manager, Supervisor, Viewer
⚠️ Roles can only be changed from Settings, not from inside a project. Inside a project you can only add or remove a member, not change their role.
💡 If none of the standard roles match what you need, create a custom role first via the Roles tab. See Related Articles below.
Option B — Remove a Member from a Specific Project (from Settings)
Use this when a member should stay in the company but lose access to one or more projects.
Step 1: Go to Settings, then Roles and Access
Click Setting in the left sidebar, then click Roles & Access.
Step 2: Open the Member’s Project Access
Find the member in the list. Click the number under the Access column (e.g. “4 Projects”).
A list of all projects they currently have access to appears.
Step 3: Uncheck the Project
Uncheck the project you want to remove them from.
Step 4: Save
Click Save.
The member loses access to that project immediately but remains an active member of the company and keeps access to all other projects.
Option C — Remove a Member from a Project (from inside the Project)
Use this when you are already working inside a project and need to remove someone quickly.
Step 1: Open the Project
Click Projects in the sidebar and open the project.
Step 2: Open Manage Access
Click the Manage Access icon (person icon) in the top right corner of the project.
Step 3: Open the Members Tab
Click the Members tab.
Step 4: Select the Member
Find and click the member’s name in the list.
Step 5: Remove from Project
Click Remove from project at the bottom of the panel.
Step 6: Confirm
Click Ok.
The member is removed from this project only. Their company account and access to other projects are not affected.
Option D — Remove a Member from the Entire Company
Use this when a team member has left the organisation and should no longer have access to anything in Onsite.
Step 1: Go to Settings, then Roles and Access
Click Setting in the left sidebar, then click Roles & Access.
Step 2: Find the Member
Find the member in the Team and Access list.
Step 3: Remove Access
Click Remove Access next to their name.
Step 4: Confirm
Click Ok in the confirmation popup.
The member is removed from the company immediately. They can no longer log in. Their previously created records (entries, documents, tasks) remain in the system and are not deleted.
⚠️ This action cannot be undone through the app. If a member is removed by mistake, contact Onsite support to restore access.
Option E — Update a Member’s Project Access (Add or Remove Multiple Projects)
Use this when you need to add a member to new projects or update their access across several projects at once.
Step 1: Go to Settings, then Roles and Access
Click Setting in the left sidebar, then click Roles & Access.
Step 2: Open the Member’s Project Access
Find the member. Click the number under the Access column.
Step 3: Update Project Selections
Check the projects to add access. Uncheck the projects to remove access.
Step 4: Save
Click Save.
All changes apply immediately.
Quick Reference — Which Option to Use
| Situation | Use |
|---|---|
| Member moved to a different team or function | Option A — Change Role |
| Member no longer needs to see one project | Option B or Option C |
| Member left the organisation | Option D — Remove from Company |
| Member joined a new project | Option E — Update Project Access |
| Member cannot see a project they should have access to | Option E — Add the project to their access |
Tips
- Role changes apply immediately across all projects. The member does not need to log out and back in for role changes to take effect, but their view will update on next navigation.
- Removing a member from the company does not delete their data. All entries, documents, and tasks they created remain in the system.
- If a member reports they cannot see a project, the most common cause is that they have not been added to that project in Roles and Access. Go to their Access column and check.
- The Admin role is the only role with access to all Settings. Assign Admin carefully. Most team leads and managers should be given Senior Manager or Manager roles instead.
- You cannot have zero Admins in a company. If you need to remove the only Admin, assign Admin to another member first.
- From inside a project, the Manage Access panel only lets you add or remove members. To change a role, always go to Settings, then Roles and Access.
If Something Goes Wrong
| Problem | Likely Cause | What to Do |
|---|---|---|
| Remove Access button not visible | Not an Admin | Ask your Admin to make the change |
| Member still showing in project after removal | Page not refreshed | Reload the page. If they still appear, repeat the removal and save again. |
| Role dropdown not showing the role you need | Custom role not created yet | Go to the Roles tab in Roles and Access, create the custom role, then assign it |
| Role change not taking effect | Member’s app not refreshed | Ask the member to log out and log back in |
| Member removed by mistake | Cannot self-restore | Contact Onsite support to restore the member’s access |
| Member cannot see a project despite having access | Project not checked in their access list | Open their Access column in Roles and Access, check the project, and save |
| Need to give access to many projects at once | Checking one by one is slow | Open Access column, check all required projects at once, and save in one action |
| Member can see projects but has wrong permissions | Role is incorrect for their function | Change their role via Option A |