Configuring and Managing User Roles in Baton

🎥 Tutorial Video

Before assigning roles to specific team members, you must define them within your workspace settings.

Navigate to Settings: Open the Settings menu and select Manage Workspace.
Access Roles: Go to the Team tab and click on Roles.
Create the Role: Click the Create New Role button.
Name and Type: * Enter a Role Name.
- Select the Role Type.
- Note: You can only set or edit the Role Type if no users are currently assigned to that role and the role has not been used yet.

Once the role is created, you can apply it to individual members at the workspace level.

Open Members: Navigate to the Members section of your workspace.
Manage User: Find the specific user and select the Manage option.
Select Contributor Role: Locate the Contributor Role field. Choose the appropriate role from the dropdown list (the list will filter based on the selected company type).
Set Account Type: Choose the Account Type.
- Keep in mind: The permissions available to the user will change depending on the account type you select.

You can also automate how roles are applied when working with specific clients or within individual projects.

Client Directory: Go to the Client Directory to add roles at the company level.
Default Logic: These roles will be used by default if that company is selected during project creation and a user is assigned at the company level.

You can assign roles to specific tasks in two ways:

Templates: Add the role to a template before a project is created.
Existing Projects: Add the role manually within an active project.
Note: If a role is chosen as the "assignee" for a task, the manual "assign" field will be disabled to ensure role-based logic is followed.

To update who fulfills a role within a specific project:

For tasks involving clients, Baton can automate the assignment process:

If a Client Role is assigned to a task, the system can automatically assign the specific user who was linked to that company role when the company was designated as the client.

The "No-User" Rule: You can only set or change a Role Type if the role is brand new. Once a user is assigned or the role is active in the system, the type becomes locked.
Permission Hierarchy: Permissions are not determined by the Role Name alone; they are strictly tied to the Account Type you select during the assignment process.
Scoped Assignments: Baton operates on three distinct levels:
- Global: Managed in Workspace Settings/Members.
- Company: Managed in the Client Directory for default settings.
- Project: Managed within specific project teams for task-specific duties.
Template Automation: To save time, you should add roles to Project Templates before launch. This allows the system to auto-assign tasks based on roles the moment a project is created.
Dynamic Task Assignment: If a task is assigned to a Role (rather than a specific person), the manual assignment field is disabled to prevent configuration conflicts.
Client Syncing: By setting up a Company Role, you can automate client task assignments. The system will "look up" who fills that role for the specific company and assign them automatically.

Feature/Action	Admin	Internal	Limited	Read-Only	Limited RO
Navigation
View Projects	✅	✅	✅ (assigned)	✅	✅ (assigned)
View Dashboard	✅	✅	✅	✅	✅
View Resources	✅	✅	✅	✅	✅
View Forms	✅	✅	❌	❌	❌
View Templates	✅	✅	❌	❌	❌
Projects
Create Project	✅	✅	❌	❌	❌
Edit Project	✅	✅	❌	❌	❌
Delete Project	✅	✅	❌	❌	❌
Inline Edit (list)	✅	✅	❌	❌	❌
Add Team Member	✅	✅	✅ (contributor)	❌	❌
Remove Team Member	✅	✅	❌	❌	❌
Roles
View Roles	✅	✅	✅	✅	✅
Create/Edit Roles	✅	✅	❌	❌	❌
Assign Roles	✅	✅	❌	❌	❌
Tasks
View Tasks	✅	✅	✅	✅	✅
Create Tasks	✅	✅	✅	❌	❌
Edit Tasks	✅	✅	✅ (assigned)	❌	❌
Be Assigned Tasks	✅	✅	✅	❌	❌
Chart and Report Restrictions
Edit Timeline	✅	✅	❌	❌	❌
Add Tasks from Chart	✅	✅	❌	❌	❌
View All Data	✅	✅	❌	❌	❌
Form Access
View Forms	✅	✅	❌	❌	❌
Create/Edit Forms	✅	✅	❌	❌	❌
Other
Export Data	✅	✅	❌	✅	❌
Share Presets	✅	✅	❌	❌	❌
Workspace Search	✅	✅	❌	❌	❌
Customize Dashboard	✅	✅	❌	❌	❌