Project Team Membership

Article Contents

1. Introduction
2. What Everyone Can See
3. Timesheets Without Team Membership
4. What Is Restricted to Team Members
5. How to Add or Remove Team Members
6. Customising Project Access

Introduction

In Hiro, project visibility is designed to balance transparency with control. This article explains who can see what, how team membership works, and when you should assign someone to a project team.

What Everyone Can See

By default, all users in Hiro can access basic project information. This includes the ability to:

• Search for any project using the global search box (top right of every page)

• Locate projects using the Projects Map (Geosearch)

• Open the Summary, People, and Notes tabs when viewing a project

The Summary tab (see example below) displays:

• Project name and description

• Overall budget and claim metrics

• Map and site address

• Billing entity contact information

• Project team members

The People tab shows:

• Internal project captain (the person running the job)

• External contacts if added (e.g. council officers or client-side project managers)

The Notes tab contains any general commentary or admin history for the project.

Timesheets Without Team Membership

Users can enter timesheets for any project in Hiro without needing to be a team member. This helps reduce friction and makes time entry easy for everyone involved.

Even without team access, users can:

• Search for and select projects when logging time

• Select the relevant work schedule subtask

• See real-time budget progress bars for that subtask

These subtask progress bars provide immediate feedback on how each time entry affects the remaining budget for that item. They are visible directly within the timesheet entry form and help promote more informed time logging.

➡️ Read more about Subtask Progress Bars

This means everyone gets instant visibility into how their time impacts project performance, without needing full access to the project's financial breakdown.

What Is Restricted to Team Members

Project team members have full access to the job. This includes:

• All other tabs such as Documents, Work Schedule, Invoices, To-dos, Emails, and Calls

• Creating and saving draft invoices

• Viewing budget breakdowns across all tasks in the Work Schedule tab

• Accessing emails archived to the project via the Email Archive

• Receiving project notifications (e.g. project lodgement, archive alerts)

If someone is actively working on a project, we recommend assigning them as a team member.

How to Add or Remove Team Members

You can assign team members:

• At the time of project lodgement

• Afterwards via Projects > Add or Remove Team Members

Access to the Add/Remove Team Members page is available to:

• Hiro Global Administrators

• Users with the "Edit all projects" privilege in Settings > User Privileges and Notifications

• The captain of the team being modified

Notifications When Adding Team Members

When a person is added to a project:

• They receive a welcome email

• The project captain is cc’d on this email, so they’re always aware of who’s been added

Customising Project Access

Everything above describes Hiro's default behaviour. However, you can customise how access works for specific users or across your entire organisation via Settings > User Privileges and Notifications.

Global Access to Project Details

You can nominate specific users to:

• Edit all projects (grants full editing access)

• View any Projects Dashboard and project financial information (unlocks all project tabs including Documents, Invoices, Call Logs, and the full Work Schedule)

This is especially useful for senior leadership or staff in support roles who need visibility across all projects, regardless of team membership.

Controlling Access to the Invoices Tab

Separately, you can choose who should see the Invoices tab when viewing a project. The available options are:

• Everyone – any user can view the tab

• Project team members (default) – only assigned team members see it

• Project captains only – restricted to the person leading the project

• No-one – completely hides the tab from all users (except privileged users above)

Users with full visibility privileges (described earlier) can always see the Invoices tab, regardless of the option selected here.