Project Administrator
A project administrator is a user who manages a specific project including its members and settings. Unlike administrators, project administrators are limited to their assigned project scope.
Key Characteristics
- Project-scoped: Authority limited to assigned projects only.
- Delegated management: Handles day-to-day project oversight.
- Delegated day to day: Usually given to whoever runs the project.
Project Administrator Capabilities
Member Management
- Add or remove members from the project
- Change member roles within the project
- Archive members who no longer work on the project
- Manage assignments and access
Project Settings
- Edit the project name, notes, and icon
- Manage the project's members, which determines its project visibility
- Set project as billable or non-billable
- Archive the project when complete, or delete it
Time Oversight
- View all project activities, as every member of a shared project does
- See the cost and revenue rates of the project's members (read only)
Approving and locking timesheets and setting cost and revenue rates stay with administrators.
Project Administrator vs Administrator
| Project Administrator | Administrator |
|---|---|
| Single project scope | Organization-wide |
| Sees the rates in the project | Sets all cost and revenue rates |
| Cannot approve or lock timesheets | Approves and locks timesheets |
| Cannot create projects | Creates all projects |
| Project member oversight | All member oversight |
Impact on Workforce Planning
For businesses using time tracking software like Sandtime.io:
- Delegation: Distributes management without giving full org access.
- Accountability: Clear ownership of project outcomes.
- Scalability: Each project gets an owner without widening organization access.
- Security: Limits sensitive data exposure.
Best Practices
- Assign project administrators to team leads or project managers.
- Use this role instead of full administrator for delegated oversight.
- Ensure at least one project administrator per active project.
- Document project administrator responsibilities.
- Review project administrator assignments when projects complete.
When to Use This Role
Appropriate
- Team leads who manage who works on a project
- Project managers who keep a project's members and settings up to date
- Department heads overseeing specific work areas
Not Appropriate
- People who only track their own time, who keep the User role
- Users who need organization-wide access or approve timesheets (use administrator)
Common Challenges
Scope Confusion
Project administrators sometimes expect org-wide access. Clarify the scope limitation.
Multiple Projects
Managing many projects as project administrator is cumbersome. Consider administrator role.
Rate Visibility
Project administrators see the cost and revenue rates of their project's members. Consider privacy implications.
Related Terms
Project administrator is a role in the access control system. They manage projects and assignments, while approval stays with administrators. They oversee members within their project scope.