Add stakeholders and control project access

Internal project access and stakeholder participation solve different problems. Members are signed-in workspace users who can see internal project evidence; stakeholders are reusable contacts invited to defined surveys, tests or approvals.

Before you start

• Only the project owner or a workspace admin can change project visibility and members.

• Create reusable stakeholder contacts in Stakeholders before adding them to a project when possible.

Step by step

1. Choose project visibility

Open Project settings and Access. Choose Whole workspace when every member may see the evaluation, or Restricted when only the owner, admins and explicitly added members should see it.

2. Build the internal audience

Under Add members, select specific people or define an audience using group, location or role. Review the resolved preview before adding anyone.

3. Add workspace members

Select Add members. Only users are added to the project; stakeholder contacts shown in a mixed audience are not silently converted into workspace members.

4. Maintain the member list

Review the named Members list and remove people who no longer need access. The project creator is shown as owner and cannot be removed from this list.

5. Add project stakeholders

Open the project Stakeholder or relevant survey/testing workflow. Add an existing directory contact or create the contact, then invite them only to the work they need to complete.

6. Verify before external release

Check internal access separately from survey, use-case, portal and approval invitations. A person seeing the project does not automatically receive a task, and an invitation does not grant the internal project.

What happens next

• Assign evaluators, respondents and approvers in their specific workflow.

• Use Restricted visibility for commercially or personally sensitive evaluations.

Troubleshooting

The audience preview finds people but Add members remains disabled.

The result may contain only stakeholders. Select one or more workspace users, or invite the stakeholder through the participant workflow instead.

A colleague still cannot open a Restricted project.

Confirm the add action completed, they are signed into the same workspace account and their workspace membership is active. Then refresh the project.

A stakeholder can open a task but not the full project.

That is expected. Stakeholder links are intentionally task-scoped; add them as a licensed workspace member only when they genuinely need internal project access.

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