Schedule permissions & sharing

Schedule access comes in two levels — view and edit — and is set per role. External people (clients and vendors) only ever see a schedule when the project is shared with their audience.

The two access levels

View lets a person open the schedule, read the timeline, and open item details — but not change anything. Add Phase, Add Task, and relationship-editing controls are unavailable, and dragging or resizing cannot change tasks. The desktop Export button does not require edit access; it still needs a nonempty schedule.
Edit adds the ability to create, move, resize, and delete items; manage phases; and create or remove dependencies. Chart and cell changes need the top-right Save, while task-dialog changes use that dialog's Save.

When someone has view-only access, the schedule still renders fully — it's just read-only.

Set who can view or edit

Schedule access is granted through roles, managed in your organization settings:

From the sidebar, click Organization.
Open the Roles tab.
Pick a role from the list, then find the Schedule row in its access matrix.
Set the row to None, View, or View & Edit. The change saves on its own. The Owner preset is locked; external roles cannot choose View & Edit for Schedule.

Note

If a role can't see the schedule at all, the Schedule sidebar item and the project's Schedule tab simply don't appear for those members.

How clients and vendors see the schedule

Clients and vendors are external members — they only see a project's data through what's shared with their audience:

An external member needs access to the project, schedule read permission, and schedule sharing enabled for their audience (clients or vendors). Sharing exposes the project's published tasks; new unpublished tasks are visible only to their creator.
External roles are view-oriented by design and can't be granted schedule editing.

Note

Schedule sharing is set per project, per audience (clients and vendors separately). There is no per-item schedule sharing — sharing a project's schedule shares its published tasks with that audience.

Don’t see this?

Only members with the right role can change roles or a project's sharing settings. If you can't find these controls, ask your organization owner.

Publication and assignment links

Internal editors see shared tasks plus their own new unpublished tasks. Publish Draft saves pending chart edits and opens a review before publication; publishing never includes another creator’s private tasks. External viewers and exports use the current published version, subject to current project access and audience sharing. Clients do not receive the task Description. A no-login project contact can receive an assignment confirmation link without becoming an organization member. Assignment selection does not grant project access, and stale or superseded links cannot confirm new work. Simply opening a link never records a confirmation.