User and Role Management
Total control of access and permissions - each person sees only what's relevant for their role
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Client Directory — all your clients organized at a glance
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Agency Control Center — manage your account, team and global settings
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Team & Projects — assign members and define roles per project
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Deliverables — create, version and organize every delivery by project
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Client Access Portal — invite clients with one click, zero friction
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Task Tracking — real-time statuses visible to the whole team
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Feedback & Traceability — in-context comments, full action history
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Calendar & Deadlines — share events, track deadlines and schedule meetings
Client Directory — all your clients organized at a glance
How It Works
Discover how User and Role Management helps you manage projects professionally
How It Works
Discover how User and Role Management helps you manage projects professionally
Common roles ready to use
Admin, Project Manager, team, client - predefined permissions that cover most use cases.
Each role accesses what they're entitled to
Aprolio's predefined roles automatically determine what each person can see and do.
Audit log of permission changes
Every time you change someone's permissions, it's recorded. Complete traceability of who made what access change.
Competitive Advantages
Why professional teams choose Aprolio's User and Role Management
Protected sensitive information
Clients only see their projects, not others. Team member doesn't see financial information. Total security control.
Each person sees what's relevant
Designer doesn't get overwhelmed with 50 irrelevant projects. See only where assigned. Reduces noise and increases focus.
Instant onboarding
New PM enters and automatically has access to what they need according to their role. No need to configure individual permissions.
Scalability without chaos
You grow from 5 to 50 people without losing control of access. Role system scales naturally with the organization.
Instant role changes
Designer becomes PM: you change their role and they automatically have new permissions. No need to manually configure 20 things.
Simple compliance and audits
Auditors ask 'who can access what'. You show clear role structure with change logs.
Before vs After
How your way of working changes with Aprolio
Everyone accesses everything - chaos and high security risk
Role-based access - each person accesses only what's relevant
Configuring individual permissions takes 30 minutes per person
Assign role takes 10 seconds - permissions configured automatically
Client sees other clients' projects by mistake - huge legal problem
Total automatic segregation - client only sees theirs by system design
No trace of who changed whose permissions - impossible to audit
Complete log of access changes - traceability for compliance
Who Uses This Feature
Real stories from teams that transformed their way of working
"Con 35 people, control de accesos era pesadilla. Ahora asigno roles: PM, Designer, Developer, Account Manager. Cada rol tiene permisos correctos automáticamente. Onboarding de alguien nuevo: 2 minutos."
"La segregación automática de clientes es oro. Cliente A nunca ve information de Cliente B. Cumplimiento de NDAs automático sin tener que pensar en ello."
"Tuvimos auditoría ISO27001. Mostramos estructura de roles, permisos por rol, y logs de cambios. Auditores aprobaron en una reunión. Antes preparar eso tomaba semanas."
We answer your questions about User and Role Management
Everything you need to know to make the most of this feature
What predefined roles are available?
Aprolio has three predefined roles: Admin (full access to configuration, users and all projects), Staff (manages assigned projects and clients), and Client (sees only their own projects, approves deliverables and leaves feedback). These roles cover the vast majority of agency structures.
Can I create custom roles with specific permissions?
Aprolio uses predefined roles (Admin, Staff, Client) designed to cover the vast majority of agency structures. Creating roles with custom granular permissions is not available.
How do I ensure clients only see their own projects?
It's automatic by design. When you assign 'Client' role to a user and link them to a specific client, that user only sees projects, documents and communications for that client. Total segregation without additional configuration.
Can I have someone with PM permissions on some projects and Team Member on others?
Yes, permissions can be per project. A person can be PM of Project A (full control) and Team Member of Project B (only executes tasks). Flexibility for complex organizational structures.
What if I need to temporarily give someone more access?
You can change someone's role at any time. Simply update their role in the user settings and they will immediately have the new role's permissions.
Are there notifications when critical user permissions change?
Yes, you can configure alerts when: a new Admin is created, someone's permissions are elevated, a user with active projects is deactivated, or access to sensitive information is changed. Proactive security.
How do I handle offboarding when someone leaves the company?
You deactivate their user with one click. They lose immediate access to everything. Optionally you can reassign their projects/tasks to another person before deactivating. History of their work is maintained for traceability.
Ready to transform your project management?
Join hundreds of agencies and teams already managing projects professionally with Aprolio.