Who this is for: Admins
Every user has one user type for your whole organisation, plus an access level on each portfolio and initiative they can see. Use this page to choose the right licence and access for each person.
User types
User type | Settings | Users | Portfolios | Initiatives |
Admin | Can see and change all settings | Add (licence count permitting), edit and delete users | Sees every portfolio, including hidden ones. Only admins can create and delete portfolios | Sees and edits every initiative, including hidden ones. Can add, edit, delete and assign to portfolios |
Full (Full licence) | No access | Can't add or remove users | Sees only portfolios they're given access to (Full Access, Editor or Viewer) | Can create initiatives. Sees only initiatives they're given access to (Full Access, Editor or Viewer) |
Read-only (Read-only licence) | No access | Can't add or remove users | Can be given Viewer access only | Can be given Viewer access only |
All user types can view reports for the initiatives they can access.
We recommend no more than two admins, because admins can change settings that affect everyone. Only ChangePlan can add or remove an admin: email support@changeplan.co.
Roles that don't need a licence
These are labels on records, not logins. Giving someone one of these roles does not let them sign in to ChangePlan:
- Activity deliverer
- Activity owner
- Impact owner
- Risk owner
- Deliverable owner
- Project manager
Portfolio access
Access | What they can do |
Full Access | Add initiatives to the portfolio. View, edit and delete every initiative in it. Add and remove portfolio Editors and Viewers, and initiative Full Access users, Editors and Viewers. Gets Full Access to initiatives they create |
Editor | Add initiatives to the portfolio by choosing it in the Create dialog |
Viewer | Read-only access to every initiative in the portfolio. Can't open risk, activity or audience details, or the Deliverables and Success pages |
Portfolio owner | A title only, with no rights. Can be anyone in your organisation, not just licensed users. They are not emailed when added |
Portfolio Editors and Viewers are not added to each initiative's own access list. To list them on an initiative, give them initiative access too, either in Edit initiative > Initiative access on each initiative, or by ticking several initiatives on their user record in Settings > Users.
Initiative access
Access | What they can do |
Full Access | View, edit and delete the initiative. Add and remove its Editors and Viewers |
Editor | View and edit the initiative |
Viewer | View the initiative without making changes |
Change manager | A title only, with no rights. Shown on the Initiatives page and the Change Canvas report. They are not emailed when added |
When portfolio and initiative access differ, the higher level wins. For example, a portfolio Viewer who has Full Access to one initiative in it has Full Access to that initiative.
Org group details
Only admins can edit the Details of an org group. Everyone else can view them, both on Audiences > Org groups and on an initiative, and should ask an admin for changes.
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Still stuck?
Email support@changeplan.co with a screenshot of what you see, and we'll help.
Last updated: 20 October 2026