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Help · Projects and delivery

Project members, roles and sharing

Who is on a delivery project, what they can do, and how to give a client visibility without giving them the run of your workspace.

Updated August 2026

A delivery project usually involves more people than the deal did — delivery, support, sometimes the customer. Membership is how you decide who sees and does what.

Who this is for

Project leads and whoever runs delivery.

Before you start

  • Permission to manage project members.
  • A project — usually created from a won order.

Client visibility is separate from membership
Adding someone as a project member gives them access inside your workspace. Showing a client their project is a different mechanism — the client portal — which is deliberately narrower. Do not add a customer as a member to give them visibility.

Set up the team

  1. Add the people doing the work
    Delivery, and anyone from sales who needs to stay close. A project with the wrong members is one where updates go to the wrong people.
  2. Keep an owner
    One person accountable for the project as a whole, distinct from whoever owns individual tasks.
  3. Use the client portal for the customer
    The portal shows the client their project without giving them access to your workspace.
  4. Share files over signed links
    Files are downloaded through signed links rather than being passed around as attachments, so access stays controlled.
  5. Remove people when their part is done
    Membership that outlives involvement is noise for them and unnecessary access for you.

What you get

  • The right people on the project and the wrong ones not.
  • A single accountable owner.
  • Client visibility without workspace access.
  • File access controlled by signed links.

Frequently asked questions

Should I add the client as a project member?

No. Use the client portal, which is designed to show them their project without giving them access to your workspace.

What is the difference between the project owner and a task assignee?

The owner is accountable for the project. Assignees are responsible for individual tasks. A project needs both.

How are files shared?

Through signed links rather than raw attachments, so access can be controlled rather than forwarded indefinitely.

Do project members need full CRM access?

Their access is governed by their role in the workspace as well as project membership. Give people the narrowest role that lets them do their part.

Related articles

Project files and templates

Keep every project's files on the record with drag-and-drop multi-file upload, automatic categorization, and versioning. And start each project fast from one of three built-in templates that seed a dated task list.

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Roles and permissions

Give each teammate the right role — admin, manager, member, or viewer — and let KudosCRM's layered, deny-wins permission engine enforce what they can see and do across the whole CRM, with per-user overrides that are audited.

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The client portal, explained

Give a client a secure, read-only window into their project. Generate a tokenized link, protect it with a password and expiry, and section-gate what they see — tasks, files, timeline, billing — independently. Rotate or revoke any time.

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