Who can see and do what in the Task Manager
Your permissions in the Task Manager depend on two things: your Kolleno role and your relationship to the task. These work as a two-tier system.
Tier 1 — Your Kolleno Role
Admins have full access to everything in the Task Manager, regardless of their relationship to any individual task. They don't need to be the owner, a collaborator, or even involved in a task to view it, edit it, dismiss it, or reassign it.
Members' permissions are determined by their relationship to each task. The same user can have full edit access on one task or limited access on another, depending on their role on each.
Tier 2 — Your Relationship to the Task (Members only)
Relationship | Who this is |
Owner | The primary user responsible for resolving the task. |
Collaborator (Action Assignee) | A user who has been assigned an action within the task. |
No relationship | A Member with no connection to the task. |
What each relationship can do
These are permissions at the current state, but will be adjustable/customizable for each company in the near future.
Action | Owner | Collaborator | No relationship |
View task | ✅ | ✅ | ✅ |
Edit task priority | ✅ | ✅ | ✅ |
Edit task category / due date | ✅ | ❌ | ✅ |
Update task status | ✅ | ✅ | ✅ |
Create actions | ✅ | ✅ | ✅ |
Add / remove collaborators | ✅ | ✅ | ✅ |
Transfer ownership | ✅ | ❌ | Depends on role |
Action-Level Permissions
Within a task, each individual action has its own permission layer based on your relationship to that action — not just to the task.
Capability | Task Owner | Action Creator | Action Assignee | No relationship |
Edit meta (due date, instructions, assignee) | ✅ | ✅ | ❌ | ❌ |
Access the editor (send / save) | ✅ | ✅ | ✅ | ❌ |
Discard / delete the action | ✅ if draft | ✅ if draft | ✅ if draft | ❌ |
Update action status | ✅ | ✅ | ✅ | ❌ |
View the action | ✅ | ✅ | ✅ | ✅ restricted |
Restricted view: If you have no claim on an action, you can still see it — but only a summary: the title, assignee, due date, and instructions. You cannot open the editor or see the content.
Unowned Tasks
If a task has no owner, any Member in the company can view and edit it. Admins can assign it to anyone; Members can only assign it to themselves.
Portfolio Access
If your company has portfolio access enabled, you can only see tasks belonging to customers in your assigned portfolio. This applies across every view in the Task Manager.
Collaborator Lifecycle
Event | What happens |
User added as collaborator | Active — full collaborator permissions apply |
User removed as collaborator | Soft-deleted — read-only access retained for historical reference |
User re-added | Existing record reactivated — no duplicate created |