Who can see and change a Contract depends on three things: who created it, which Team it belongs to, and what each person's role allows. Once you know the rules, you can set up Teams and roles so colleagues can cover each other's Contracts without waiting on one person.

Who can do this: Anyone can use this article to find the cause. Fixes to Teams and roles need a team member with the Administrator role.

Availability: Every account that uses Contracts. Teams and role options depend on how your account is set up.

Your workspace may use a different name for Contracts or Teams, such as Engagements. The rules are the same.

TABLE OF CONTENTS

• How Contract access works
• A colleague can't see a Contract I created
• I can see a Contract but can't change it
• I can't see a Draft Contract
• My teammates need to manage my Contracts while I'm away
• When someone leaves
• Still stuck?
• Support/Resources

How Contract access works

These are the Contracts permissions in Settings → Team → Roles and Permissions, in the same order as the rows above:

• Can access and manage all Contracts
• Can access and manage Contracts they created, plus Contracts they participate in that are assigned to their Team or to no Team
• Can view and edit Contracts assigned to their Team
• Can view and edit Contracts not assigned to any Team, when the user also has no Team

A few rules sit on top of this table:

• Seeing is not the same as editing. A role that shows every Contract still lets a person change only the Contracts they created. To let colleagues edit each other's Contracts, use Team access.
• Team access replaces "all Contracts". The Team permissions can only be ticked when Can access and manage all Contracts is off and the "created or participate in" permission is on. People on that role then see their Team's Contracts and the Contracts they take part in, not every Contract.
• A Contract gets a Team when it's created. It takes the Team set on its Contract template. If the template has none, it takes the creator's Team. A Contract created by someone with no Team, from a template with no Team, has no Team.
• Each teammate belongs to one Team. A Contract can belong to more than one Team.
• Only administrators can change or remove a Contract's Team once it's set.
• Task managers can see, but not change. Being a Task manager on a Contract's Task lets you see the Contract, but not change it.
• Draft Contracts stay private. A Draft Contract is visible only to the person who created it and to administrators, even if you share the link.
• Employer of Record (EOR) Contracts need their own permission. If your account uses EOR Contracts, a role needs Can access and manage EOR Contracts they have access to to see them.
• Role changes apply to everyone with that role. If you edit a role, every teammate with that role gets the change.

A colleague can't see a Contract I created

You may see a Contract count of 0, a "Permission denied" message, or a missing row in the Contracts list. Check these causes in order:

1. The Contract is still a Draft. Make it live, or let your colleague create their own Contract. Draft Contracts are visible only to you and administrators.
2. The Contract belongs to a Team your colleague isn't on. An administrator can move your colleague to that Team in Settings → Team → Teammates, or add your colleague's Team to the Contract (see the steps below). Each teammate can be on one Team only, so moving them takes them off their current Team.
3. Your colleague's role covers only their own Contracts, or only Contracts they're involved in. An administrator can move them to a role with wider Contracts access. See Roles and Permissions for Team Members.
4. It's an EOR Contract. Your colleague's role needs Can access and manage EOR Contracts they have access to.

I can see a Contract but can't change it

You may see greyed-out fields (such as the end date) when you open Change Contract, a "Permission denied" message, a "no actions available" message, or no Duplicate Contract option. Common causes:

• You didn't create the Contract, and your role doesn't give Team access. Ask the creator or an administrator to make the change, or ask an administrator to give your role Team access to Contracts.
• The field can't change on a live Contract. Some fields are fixed once a Contract is live, for everyone. See How to Submit and Track a Contract Change Request.
• The Contract is an Agent of Record (AOR) Contract. On these Contracts, the end date is locked once the Contract leaves Draft status. Teammates whose role includes Can edit compliance data of Contracts they have access to can change it. If no one on your team can, contact Worksuite Support.

I can't see a Draft Contract

Draft Contracts are visible only to their creator and to administrators. This applies even to teammates with the same role. Ask the creator to make the Draft Contract live, or create the Contract yourself. If the creator has left your company, ask an administrator to open it.

My teammates need to manage my Contracts while I'm away

You can't hand your Contracts to another teammate while you're still on the team. Use a Team instead, so the whole group can see and edit the same Contracts. An administrator sets this up:

1. Create a Team for the group, or pick an existing one. See Teams & Dashboards.
2. Go to Settings → Team → Teammates and, in the Team column, put each person who should cover on that Team.
3. Go to Settings → Team → Roles and Permissions and make sure their role includes Can view and edit Contracts assigned to their Team. To tick it, Can access and manage all Contracts must be off and Can access and manage Contracts they created, plus Contracts they participate in that are assigned to their Team or to no Team must be on.
4. Make sure the Contracts belong to that Team. Contracts created by people on the Team get it automatically, unless their Contract template sets a different Team. For existing Contracts, add the Team to each one (see below). To update many Contracts at once, contact Worksuite Support.

After this, everyone on the Team can see and edit those Contracts, except each other's Draft Contracts.

Important: Before you assign a Team to existing Contracts, check who is on it. Teammates who aren't on that Team may lose access to those Contracts.

To add or remove a Team on a Contract (administrators):

1. Open the Contract.
2. Click Actions, then Change Contract.
3. In the Teams field, add or remove Teams.
4. Click Update Contract. On Fixed Rate Contracts, click Next first, review the Summary, then click Update Contract. On a Draft Contract, click Save Contract instead.

On a Draft Contract, the change applies when you save. On a live Contract, the change goes through your account's change request process. See How to Submit and Track a Contract Change Request.

Covering invoice approvals while you're away: there's no out-of-office handover for approvals. Add a colleague as an extra Task manager on the Tasks they need to cover. See How to Change or Add Task Managers (Invoice Approvers).

When someone leaves

When an administrator removes a team member, they choose a teammate to take over that person's Tasks, Projects and Contracts. The teammate they choose becomes the creator of those Contracts, so they can keep changing them. See How to Invite and Remove Team Members.

Still stuck?

Contact Worksuite Support with:

• The Contract name or ID.
• The email address of the person who can't see or change it.
• What they see (a screenshot of the message helps).

Support/Resources

Still have questions about Contract access? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.