Restricted projects provide an additional layer of access control for sensitive information. When a project is marked as restricted, only project administrators can modify team membership and certain project settings, helping you
maintain tighter security for confidential work.
What are Restricted Projects?
A restricted project is a regular Priority Matrix project with enhanced access controls. These projects are identified by a “restricted” tag and a lock icon displayed next to the project name. Restricted projects have the following limitations:
- Membership control: Only project administrators can add or remove team members (with confirmation required)
- Item assignment restrictions: No one, including administrators, can assign non-project-members as item owners or followers
- User group restrictions: User groups cannot be assigned to or removed from restricted projects
- Privacy protection: Items in restricted projects cannot be made public, even by administrators
- Tag management: Only project administrators can add or remove the “restricted” tag
- User visibility: Non-administrators can only see existing project members when assigning tasks or adding followers
These restrictions help ensure that sensitive information stays within the intended team and that access is carefully controlled by project leadership.
Who Can Use Restricted Projects?
Restricted projects are available to teams on Business and Collaborate plans. This feature is designed for organizations that need enhanced security and access control for confidential projects.
If you’re on an Individual or Free plan, you can see restricted projects if you’re invited to one, but you won’t be able to create new restricted projects or modify the restricted status of existing projects.
How to Create a Restricted Project
To mark a project as restricted:
- Open the project you want to restrict
- Navigate to the project settings or tags section
- Add the tag “restricted” to the project, or use the “restrict project” entry from the corner menu
Once marked as restricted, the enhanced access controls will immediately take effect. All existing team members will retain their current access, but future membership changes will require administrator approval.
Managing Access in Restricted Projects
As a project administrator in a restricted project, you have full control over:
- Team membership: Adding and removing team members
- Project settings: Modifying project details and tags
- Access control: Enabling or disabling the restricted status
Regular team members (non-administrators) can still:
- Create, edit, and complete tasks
- Add comments and collaborate on items
- View all project content they have access to
- Assign tasks to existing team members (only project members can be assigned)
Important Considerations
Identifying restricted projects: Look for the lock icon next to the project name to easily identify restricted projects throughout the application.
Items cannot be made public: One key security feature is that items in restricted projects cannot be shared publicly, regardless of user permissions. This prevents accidental exposure of sensitive information.
Adding team members: To assign tasks to someone who isn’t already a project member, administrators must first add them to the project. This ensures all access is properly tracked and controlled.
Administrator responsibilities: Project administrators should carefully consider who needs access to restricted projects and regularly review team membership to maintain security.
Compliance support: Restricted projects can help organizations meet various compliance requirements by providing documented access control and limiting information sharing.
Upgrading to Access Restricted Projects
To use restricted projects, upgrade to a Business or Collaborate plan from your account settings. These plans include additional collaboration features and security controls designed for team environments.
Existing restricted projects will remain functional if you downgrade your plan, but you won’t be able to create new restricted projects or modify restriction settings.