Manage project users and groups
The two membership layers — organization members and project members — plus groups, the Project Manager and Stakeholder roles, and the Project Profile permission levels (Everything, Direct assignments, Nothing) that decide what members actually see.
At the end of this guide, the right people are in the right projects with the right roles — and, just as important, the Project Profile permission levels are set so members see what they should and nothing more.
Membership in Nucleus One has two layers. The organization is your company's tenant — being a member there means you exist. A project is where work happens — being a member there means you participate. Access is decided project by project.
Add people to the organization
In the left navigation, choose Manage Orgs and pick your organization.
Open Members. The Organization Members list shows each person's name, email, when they were added, and whether they're an Organization Admin.
Click the + control, enter the person's Email Address in the Add member dialog, and click ADD.
Opening a member afterward gives you two switches — Administrator and Disabled — plus a checkbox list of projects to place them in directly. Organization admins don't get the project list: they can already reach everything, so per-project placement is moot.
Grant Administrator sparingly. It's the whole tenant — every project, every setting.
Add people to a project
Open Projects, pick the project, and choose Settings > Project Members. (The Settings branch is visible to project admins — if you don't see it, you're not one for this project.)
Click +. The Add project members dialog takes one field, E-mail(s) — enter several addresses at once — then ADD.
To set roles, open a member. Project Member Details offers three switches:
Switch What it does Project Manager The project's admin flag — can manage everything in the project, including these settings Stakeholder Marks the member as a stakeholder for the project Disabled Turns the membership off without removing it The same dialog has a Group section — a Member In Group switch per group, so placement happens right where you're already editing the person.
The Project Members list with the Add project members dialog open
Create groups
Groups live per project, under Settings > Groups:
Click +, name the group in the Create a group dialog, and click CREATE.
Open it (Project Group Details) to rename it or flip the In Group switch beside each member.
Name groups for the work, not the org chart — AP Approvers outlives Karen's team.
Decide what members can access
This is the step that's easy to skip and shouldn't be: Settings > Project Profile, under the Project permissions heading. Two sections do different jobs:
- Assignments — who items can be assigned to (Tasks, Approvals, Folders): Project members, or Anyone in the world. Note the built-in exception: documents can be signed by anyone regardless.
- Member access — what non-admin project members can see and use, area by area:
| Area | Levels offered |
|---|---|
| Tasks | Everything / Direct assignments |
| Approvals | Everything / Direct assignments |
| Folders & documents | Everything / Direct assignments |
| Assets | Everything / Nothing |
Everything means members browse the whole area; Direct assignments means they see only items assigned to them. Assets is the odd one out — it's all or nothing. Project Managers can manage everything regardless of these levels.
An Other section adds one restriction switch: Disallow content removal by project members.
Changes arm an UPDATE button, and confirming gets a real warning — "Change permissions?" — because the change has to propagate to every item in the project. Expect it to take some time on a large project; that's the propagation, not a hang.
These levels shape navigation itself. A member whose Approvals access is Direct assignments doesn't see a restricted approvals area — the area simply isn't offered beyond what's theirs. If someone reports a section "missing," check the Project Profile before anything else.
Success check: add a test (non-admin) member with Direct assignments on Folders & documents, sign in as them, and confirm they see only what's assigned to them — then assign one item and watch it appear.