Permissions and Access Limits
Which actions are available to each role, where editing restrictions apply, and why some features may be unavailable.
Access in iTasks is built from several layers: the user must be able to enter the app, belong to the current workspace, have the right workspace role, and, for regular members, have access to the required project.
In short: the workspace role controls administrative capabilities, while project access controls which tasks a regular member can see. If an action is unavailable, check both layers and the workspace plan state.
1. App and Workspace Access
A user sees data only in workspaces where they are a team member. Without active access to a workspace, they will not see that workspace's projects, tasks, HelpDesk channels, or settings.
When working with several workspaces, first check the selected workspace at the top of the interface. Switching is covered in Selecting and Switching Workspaces.
2. Workspace Roles
- OWNER fully manages the workspace: subscription, JSON export, deletion, AI API, members, and settings.
- ADMIN helps administer the team, projects, HelpDesk, reports, and working settings, but does not replace the owner for owner-only actions.
- MEMBER works with tasks and discussions in available projects without workspace-wide administrative actions.
Adding users, changing roles, and assigning project access are covered in detail in Members and Roles.
3. Project Access
A workspace role does not always mean access to every project. Owners and admins have administrative access, while regular members must be enabled explicitly in the projects they need. If a user is already on the team but cannot see a workstream's tasks, project access is usually the reason.
Project setup, member lists, colors, and project rates are covered in Projects.
4. Read Only and Plan Limits
In Read only mode, existing data remains visible, but creating and changing working entities is blocked. This usually appears as unavailable buttons for creating tasks, projects, members, HelpDesk channels, and new time entries.
Data is not deleted automatically just because a subscription ends. If the first workspace exceeds Free limits after PRO expires, the owner can activate PRO or remove extra projects, members, and HelpDesk channels. JSON export remains available to the owner from Workspace Settings. Plan limits and read-only behavior are covered in Subscription, Plans, and Limits.
5. What to Check When an Action Is Unavailable
- Whether the correct workspace is selected.
- Whether the user belongs to that workspace.
- Whether their role is sufficient for the action.
- Whether the required project is available to them if they are a regular member.
- Whether the workspace is in Read only mode or outside plan limits.
Related Guides
For inviting users, use the getting-started access guide. For daily task work, open Main Screen. For owner AI access, see AI API Access.
Related topics
How the iTasks profile page works, which fields come from Telegram, and how interface language switching is handled for each user.
How the website user account works: sign-in, workspace selection, PRO bank-card payment, and available billing periods.
How to connect Telegram and Google as two sign-in methods for one account, choose the primary account, and review which workspaces will be deleted.
How to enable Telegram and Push notifications, set a personal timezone, choose delivery time, and configure early deadline reminders.
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