Getting Started with ProjectDeck

nick-adams
Nick Adams
08 Jan 2024  • 12 mins read

ProjectDeck is designed to be user-friendly and easy to adopt, but using any new system for the first time can feel overwhelming. In this help page, we will outline how the core functions of ProjectDeck operate. We will also explore the various roles that ProjectDeck users may be assigned and how these roles can impact their use of the system.

Registration and Login

One common experience shared by all ProjectDeck users is the initial registration and login process.

  • The Owner role of your ProjectDeck subscription will have registered their email address and password when setting up the organisation’s subscription.
  • Subsequent ProjectDeck users will receive an email invitation to register. This involves confirming their email address and creating a password.

ProjectDeck-registration

Once registered, all users can log in using their credentials to access their subscriptions.

ProjectDeck-login

Single Sign-On (SSO)

If your organisation has implemented Single Sign-On (SSO) through an Enterprise ProjectDeck account, you will need to click the SSO button on the login page during your first login. This will prompt you to enter your usual organisational username and password used for accessing your other SSO systems. Once signed in via SSO, you will only need to re-enter your username and password when your organisation specifically requires it.

Now that you are registered and logged in, what’s next?

Navigating ProjectDeck

Upon logging in, you will be directed to the ProjectDeck Home Page, your starting point for accessing all areas of the application. From the Home Page, you can access:

  • Template Library (1): Allows you to view and create new templates if you have a Lifecycle Admin, Project Manager, or Project Member role.
  • Project Pages (2): Provides access to your projects and further access to all your forms and documents if you have a Project Manager, Project Member, or Project Reader role.
  • Admin and Settings Pages (3): Enables you to manage your organisation, subscription, and users if you have an Owner, User Admin, Lifecycle Admin, or Project Admin role.

Different areas of ProjectDeck are crucial for different user roles. Let’s delve into these roles and explore how each one can get started with ProjectDeck.

ProjectDeck-navigating

ProjectDeck Roles

ProjectDeck utilises Admin Roles and Project Roles to grant different users varying permissions affecting their access to functions. Roles in ProjectDeck can be cumulative, meaning a single user may have multiple roles or just one.

Admin Roles apply at the ProjectDeck subscription level, while Project Roles are associated with one or more projects. For instance, a ProjectDeck user may serve as a Lifecycle Admin (subscription-wide), a Project Manager on ten projects, and a Project Reader on many more projects.

To get started with ProjectDeck, it’s essential to approach it from a role-based perspective. The following sections of this Getting Started Help will guide you through the initial tasks for each of these roles. If you have multiple roles, make sure to read all the sections that apply to you.

ProjectDeck-admin-roles

Getting Started as the Owner Role

Welcome, Owners!

  • The Owner role is initially assigned to the individual who purchased a ProjectDeck subscription. This role can be transferred to another user through your Organisation Profile.
  • The Owner is unique because they are initially granted ALL other roles as well. This ensures that the first user of any ProjectDeck subscription has access to all functionality by default. The Owner role can freely add and remove roles from their user identity.

You can review your Owner permissions on the Admin Roles help page.

To get started as an Owner, consider the following:

  1. Access your Organisation Profile to configure your subscription’s name, logo, currency, and time zone.
  2. Access your Subscription Management page to modify subscription details, including paid seats, payment details, access invoices, or contact ProjectDeck support if needed.
  3. Access your Manage Team page to add new team members, assign Admin roles, and allocate seats to your ProjectDeck team.

If you are an Owner, you may choose to handle more or less of the ProjectDeck work yourself. In larger organisations, it is recommended to assign one or more User Admins as soon as possible. User Admins have the authority to invite other Admin Roles such as Lifecycle Admins and Project Admins, while the Owner is the only role with permissions to create User Admin roles.

Getting Started as a User Admin Role

Welcome, User Admins!

You can review your User Admin permissions on the Admin Roles help page.

To get started as a User Admin, consider the following:

  1. Access your Manage Team page to add new team members, assign Lifecycle Admin and Project Admin roles to users, and allocate seats to your ProjectDeck team.

As a User Admin, your role involves inviting all users into the ProjectDeck subscription, assigning Lifecycle Admin roles and Project Admin roles, and controlling the allocation of seats. Seats are required for individuals to serve as Project Managers or Project Members on one or more projects in ProjectDeck. If you run out of seats to allocate, you will need to coordinate with your subscription Owner to acquire more.

Getting Started as a Lifecycle Admin Role

Welcome, Lifecycle Admins!

You can review your Lifecycle Admin permissions on the Admin Roles help page.

To get started as a Lifecycle Admin, consider the following:

  1. Access the Homepage Functions to create one or more Lifecycles.
  2. Access the Template Library and refer to the Templates Introduction to help you create and deploy new templates.

As a Lifecycle Admin, your role involves creating new Lifecycles under which all projects in your subscription are organised. When creating a Lifecycle, consider the different types of projects within your organisation that may require distinct processes, such as “Major Civils Projects” or “Projects for Client A”. Any group of projects sharing similar process characteristics can work well as a Lifecycle.

You can also create templates for your project processes, which your project users will utilise repeatedly. Additionally, you have the option to import templates from the ProjectDeck web library, either for direct use or modification to suit your specific needs.

Once you are satisfied with your templates, you can deploy them to the Lifecycles you have created. Deployed templates become accessible for your project users to use on any project associated with that Lifecycle.

Getting Started as a Project Admin Role

Welcome, Project Admins!

You can review your Project Admin permissions on the Admin Roles help page.

To get started as a Project Admin, consider the following:

  1. Access the Homepage Functions to create one or more Projects.
  2. Access the Project Page Functions to add project team members and assign them roles.

As a Project Admin, your role involves creating new projects that project team members can access to perform their work. When creating new projects, assign them to one of the available Lifecycles, granting immediate access to all deployed templates associated with that Lifecycle.

You can add users to projects and assign them project roles either during the project’s creation or later through the Homepage Functions or Project Page Functions. Project roles available for selection include Project Manager, Project Member, or Project Reader. Only users with assigned paid seats can be assigned Project Manager or Project Member roles. If you run out of available seats to assign, coordinate with your User Admin for additional seats.

The Project Roles help page provides further information about the permissions associated with each project role.

Project navigation-project-team1

Getting Started as a Project Manager or Project Member Role

Welcome, Project Managers and Project Members!

Project Manager and Project Member roles share many similarities, with key distinctions being:

  1. As a Project Manager, you can add or remove users from your projects.
  2. As a Project Manager, you can access all templates in the template library.
  3. As a Project Member, you can only access your templates in the template library.

You can review your Project Manager or Project Member permissions on the Project Roles help page.

To get started as a Project Manager or Project Member, consider the following:

  1. Access the Homepage and review the Homepage Introduction to learn how to navigate to your projects.
  2. Access a Project Page and review the Projects Introduction to understand how to manage your projects.
  3. Familiarise yourself with ProjectDeck Grids to easily navigate your project information.
  4. Read the Forms Introduction to learn how to create forms and workflows to streamline your work.

As a Project Manager or Project Member, you have the privilege of performing your professional project work in a digitally enabled environment!

Your Admin team may have already created many templates to assist with your daily tasks and corporate processes. Whenever you need to complete a work activity, there’s a good chance a template is available to facilitate your work. You can create new forms from these templates as needed. If you’re feeling adventurous, you can design your own templates using the Template Designer to further your objectives.

Getting Started as a Project Reader

Welcome, Project Readers!

You can review your Project Reader permissions on the Project Roles help page.

To get started as a Project Reader, consider the following:

  1. Access the Homepage and review the Homepage Introduction to learn how to navigate to your projects.
  2. Access a Project Page and review the Projects Introduction to understand how to manage your projects.
  3. Learn more about ProjectDeck Grids to easily navigate your project information.

As a Project Reader, you will have read-only access to projects assigned to you by a Project Admin or Project Manager.

Note: All Admin roles possess a special type of project reader role that is not assigned at the project level. This global project reader permission allows all Admin roles to read all projects within their ProjectDeck subscription.

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