Manage the Project Team and Appointments

The internal Project team controls who can be assigned work. Project Appointments connect fixed calendar commitments without replacing Appointment Manager or staff availability.

Permission required

Manage Project members changes the internal team. Appointment creation or editing uses the normal Appointment Manager permissions. Location and assignment scope apply throughout.

Build the internal team

Open People → Project Team. The Project manager must be an active member before setup can finish. Add people who will manage, own or collaborate on Project work; membership alone does not grant every Project permission.

Only active members can become task assignees, task collaborators or resource allocations. Before removing a member, reassign affected work and review future appointments or allocations.

Important information

Internal Project members and client stakeholders are separate. Add clients in Client Stakeholders & Access and grant only the client-side responsibilities they need.

Understand access through assignment

A manager or staff user without View all Projects can gain Project visibility by creating it, managing it, joining its active team, or being assigned/collaborating on a task. Task-level execution is still restricted to the tasks they may access unless broader management access applies.

Schedule a Project appointment

Create a fixed Project commitment

1. Open Delivery → Appointments and select Schedule Appointment.
2. Review the fixed customer, business location and Project context.
3. Choose the service, date, time and eligible staff using the normal scheduling controls.
4. Link a milestone when the appointment contributes to a specific outcome.
5. Confirm and manage the appointment in Appointment Manager or the calendar.

The appointment remains authoritative for timing, status, staff and normal scheduling conflicts. The Project shows upcoming and historical context; changing a task due date does not reschedule an appointment.

Use appointments and resource allocations correctly

• Use an Appointment for fixed customer-facing or service time on the calendar.
• Use a resource allocation for planned flexible Project effort across a date range.
• Use a task estimate for expected effort on one task.
• Use a time entry for actual work performed.

Capacity planning combines authoritative schedules, appointments, approved non-working time and confirmed flexible allocations. Keep each source accurate rather than copying the same hours into multiple records.

Tip

If a person is unavailable in the Project picker, check that they are active, belong to the Project team, can work at the location and meet the Appointment or resource-planning rules.

Related guides

• Plan resources and capacity
• Use the task workspace
• Manage appointments
• Set up client stakeholders

Last reviewed: 1 September 2026