The Access screen answers “who sees this project and what may they do”. Here you invite a colleague or a client, give them a role and, if needed, narrow it down with individual options.
What you see here
A table of project members:
- Member — the name, with the address on the second line. Your own row is marked “you”.
- Role — the level of access.
- State — Active, Awaiting confirmation or Link expired. An unconfirmed member has a Copy link button next to the state.
- One column per option on top of the role.
- Added — the date, with who granted the access underneath.
There are four roles, each one step apart:
- Guest — views the project, but not its settings.
- User — views the project and its settings.
- Manager — manages the project and its settings.
- Owner — the same, plus can transfer or delete the project.
Set it up for your question
Invite a member
- Click Add member… in the section toolbar.
- Enter the address and pick a role.
- Copy the link and pass it on yourself: KO sends no email.
If the person signs up with that address without the link, they get the same access. A link lives for three days; an expired one can be re-issued with Issue a new link in the More actions menu.
Narrow the rights with an option
Options on top of a role only subtract: the role sets the baseline, an option can narrow it, never widen it.
- Lead contacts — the lead’s name, phone, email and messengers. Switched off, reports and leads stay visible while contacts arrive empty.
- Data export — contact exports, project exports and database access.
The owner has no options: a restriction they would lift themselves is not a restriction — the cell shows a dash.
Remove a member
The row’s More actions menu. You can remove yourself as well — KO warns that you will lose access to the project.
How to read it
A role above your own cannot be edited — it is shown as text rather than a disabled control: a disabled dropdown would read as something broken.
A project can have several owners. That is normal: usually the manager who created the project plus the client’s account. An owner differs from a manager by exactly one right — deleting the project.
The last owner cannot be removed — a project must keep at least one.
In a project with no owner, the Owner role is available to a manager. That is the way out of a dead end: only an owner can appoint an owner, so a project without one could not be fixed otherwise. As soon as an owner exists, the role closes again. The state is shown in a strip under the section header.
“Access granted by” is an attribute, not a log. It answers “where did this person’s access come from” and shows the latest state; rows created before KO started remembering it show a dash — a guess would be worse than a blank.
Report export is discipline, not protection. Section tables are assembled into a file in the browser, so switching Data export off removes the export items but does not stop someone copying what is on screen. The option’s own hint says as much.
If there are no numbers
- “You are the only member so far” — there are no other members yet. Start with Add member….
- Someone says the link does not work — check the State: Link expired is fixed by Issue a new link.
- The member was added but cannot see the project — check that this is the address they signed up with: access is tied to the address.
- The member sees reports but contacts are empty — the Lead contacts option is off for them.
What’s next to it
- Settings → Notifications — who receives messages; that is a different list, not the project’s members.
- Getting started: set up a project — where a project and its settings begin.