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Visual Permissions - Simple Guide
Learn how to control who can see and do what in your Task Manager Pro system.
🎯 What are Permissions?
Permissions are like giving keys to different rooms in a building. Some people can enter all rooms, others can only enter certain rooms, and some can't enter any rooms at all.
Why Control Permissions?
- Keep Things Secure: Only the right people see sensitive information
- Organize Your Team: Different people have different access levels
- Protect Your Data: Prevent accidental changes or deletions
- Stay Organized: Everyone knows what they can and can't do
🚀 Getting Started
Who Can Manage Permissions?
💡 Note: Only administrators can change permissions. If you're not an admin, ask your administrator to help you.
How to Access Permissions
- Log into WordPress as an administrator
- Go to "Manage Users" in the left menu
- Click on "Permissions"
- You'll see the permission management page
👥 Understanding User Groups
What are User Groups?
User groups are like teams with different access levels. Instead of setting permissions for each person individually, you set them for groups.
Common User Groups:
- Administrators - Can do everything
- Project Managers - Can manage projects and tasks
- Team Members - Can work on assigned tasks
- Clients - Can only view their projects
Permission Levels Explained
| Permission | What It Means | Example |
|---|---|---|
| Can View | See project/task information | Read task details, see project status |
| Can Edit | Change project/task details | Update task description, change due date |
| Can Comment | Add comments and feedback | Leave notes on tasks, ask questions |
| Can Assign | Give tasks to other people | Assign tasks to team members |
| Can Delete | Remove projects/tasks | Delete completed tasks, remove old projects |
🎨 Using the Visual Permission Interface
Understanding the Permission Matrix
The permission interface looks like a grid (like a spreadsheet):
How to Read the Matrix:
- Rows = User groups (Administrators, Project Managers, etc.)
- Columns = Projects and features
- Checkboxes = What each group can do
- Green checkmark = Permission granted
- Red X = Permission denied
Making Permission Changes
Step-by-Step:
- Find the user group you want to change (row)
- Find the project/feature you want to modify (column)
- Click the checkbox to grant permission
- Uncheck the box to remove permission
- Click "Save Changes" when done
💡 Real-World Examples
Example 1: Setting Up Client Access
Give Clients Limited Access:
- Can View ✅ - Clients can see their project progress
- Can Edit ❌ - Clients can't change project details
- Can Comment ✅ - Clients can leave feedback
- Can Assign ❌ - Clients can't assign tasks
- Can Delete ❌ - Clients can't delete anything
Example 2: Project Manager Permissions
Give Project Managers Full Control:
- Can View ✅ - See all project information
- Can Edit ✅ - Modify projects and tasks
- Can Comment ✅ - Add notes and feedback
- Can Assign ✅ - Assign tasks to team members
- Can Delete ✅ - Remove completed items
Example 3: Team Member Permissions
Give Team Members Work Access:
- Can View ✅ - See assigned tasks
- Can Edit ✅ - Update their own tasks
- Can Comment ✅ - Communicate with team
- Can Assign ❌ - Can't assign tasks to others
- Can Delete ❌ - Can't delete projects/tasks
🔧 Common Permission Scenarios
Scenario 1: New Team Member
Adding Someone to Your Team:
- Create a user account for the new person
- Add them to the right group (Team Members, etc.)
- Check permissions - make sure they can see their projects
- Test access - have them log in and check
Scenario 2: Client Project
Setting Up Client Access:
- Create a "Clients" group if it doesn't exist
- Set limited permissions (View + Comment only)
- Add client to the group
- Assign them to their project
Scenario 3: Temporary Access
Giving Someone Temporary Access:
- Add them to appropriate group
- Grant necessary permissions
- Remember to remove access when done
- Document who has access and why
🛡️ Security Best Practices
Keep It Secure
Security Rules:
- Give minimum access - Only what people need
- Review regularly - Check who has access monthly
- Remove old access - When people leave, remove their access
- Use groups - Easier to manage than individual permissions
Common Security Mistakes
⚠️ Don't Do These:
- Giving everyone admin access - Only give admin to trusted people
- Forgetting to remove access - When people leave, remove their permissions
- Too broad permissions - Don't give access to everything "just in case"
- Not reviewing regularly - Check permissions monthly
🚨 Common Problems & Solutions
Problem: User Can't See Their Tasks
Issue: Someone says they can't see their assigned tasks
Check These Things:
- Are they in the right group? - Check their user group membership
- Do they have "Can View" permission? - Make sure they can see tasks
- Are they assigned to the project? - Check project assignments
- Is the project active? - Make sure the project isn't archived
Problem: User Can't Edit Tasks
Issue: Someone can see tasks but can't edit them
Solutions:
- Check "Can Edit" permission - Make sure it's enabled for their group
- Verify task assignment - They might only be able to edit assigned tasks
- Check project permissions - Project-level permissions might be blocking
Problem: Too Much Access
Issue: Someone has access to things they shouldn't see
Solutions:
- Review their group membership - Maybe they're in the wrong group
- Check individual permissions - Look for specific permission overrides
- Reduce group permissions - Make the group permissions more restrictive
💡 Tips for Success
Permission Management Tips
Make It Easy:
- Use clear group names - "Project Managers" not "Group A"
- Document what each group does - Write down the purpose
- Start restrictive - Give minimal access, add more as needed
- Test with real users - Have team members test their access
Good Permission Patterns
Permission Patterns That Work:
- Administrators - Full access to everything
- Project Managers - Full access to their projects
- Team Members - Edit access to assigned tasks only
- Clients - View access to their projects only
🎉 You're Ready to Manage Permissions!
Quick Start Checklist
| Task | Done? |
|---|---|
| I can access the Permissions page | ☐ |
| I understand what each permission level means | ☐ |
| I can read the permission matrix | ☐ |
| I can change permissions for a user group | ☐ |
| I know how to troubleshoot permission problems | ☐ |
| I understand security best practices | ☐ |
Need More Help?
🎉 Great Job! You now understand how to manage permissions! Remember: the goal is to give people just enough access to do their job, but not more than they need. Start simple and adjust as needed.