Manage roles and teams

Updated October 30, 2026 · Applies to Stakeholder ONE 1.3

A user's role decides what they can do in Stakeholder ONE. Teams are groups of users that people can share records with in one step. You manage both on the Roles & teams page: select your avatar, and then select Roles & teams.

Prerequisites

  • The System Administrator role, or a role with the Administer permission.

Built-in roles

Stakeholder ONE includes four roles. They're marked with a lock icon, and you can't edit or delete them.

Role Intended for
System Administrator Full access, including all the administration settings.
Project Manager Creates accounts and projects, sees every record, edits the records they own, and can share.
Projects Admin Full access to every project, whoever owns it. Can create and share projects and accounts.
User Works only with records they own or that have been shared with them.

For the exact permissions of each role, see the Permissions reference.

Create a custom role

Create a custom role when none of the built-in roles fits.

  1. On the Roles tab, select New role.
  2. Enter a Name and, optionally, a Description.
  3. Under Capabilities, select the permissions the role should have.
  4. Select Create.

The new role is now available when you add or edit a user. The Users column shows how many users have each role.

Edit or delete a custom role

  • To change a role's name or permissions, select Edit on its row, make your changes, and then select Save. The change applies to everyone with that role.
  • To delete a role, select Delete on its row, and confirm. You can only delete a role that no one has, so first move its users to another role.

Create a team

Teams let people share a record with a whole group at once, instead of with each person.

  1. On the Teams tab, select New team.
  2. Enter a Name and, optionally, a Description.
  3. In Members, select the users who belong to the team.
  4. Select Create.

To change a team's members, select Edit on its row. When you delete a team, all the record shares made with that team are removed too.

Next steps