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Platform Administrator Guide

Platform administrators configure ProjectDesk so organizations, teams, and projects can use the workspace correctly.

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Administrator Responsibilities

Platform administrators are responsible for:
  • Creating client workspaces
  • Creating pilot workspaces when needed
  • Assigning users to workspaces
  • Confirming the correct role for each user
  • Helping teams understand the first setup sequence
Use this flow when setting up a new client workspace:
  1. Sign in to ProjectDesk.
  2. Open the workspace.
  3. Create the client workspace from Setup or from the first-workspace panel.
  4. Select the new organization from the Organizations panel.
  5. Open Operations.
  6. In Setup, create the first client project.
  7. Add workstreams.
  8. Add field locations.
  9. Add activities.
  10. Open Team.
  11. Add the required users and roles.
  12. Confirm the Overview tab shows the expected workspace details.

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Creating a Workspace

To create a workspace, enter:
FieldMeaning
Organization nameThe name of the client, program, or operating organization
SectorThe work area, such as health, education, climate, livelihoods, or governance
CountryThe main country of operation
RegionThe operating region, district, province, or program area
Primary contactThe main point of contact
Contact emailThe main contact email
After saving, the workspace appears in the Organizations panel.

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Creating a Pilot Workspace

Use the pilot workspace when a team needs to learn the product before working with a real client workspace. The pilot workspace creates example records across:
  • Client workspace details
  • Project setup
  • Activities
  • Evidence
  • Indicators
  • Risks
  • Stakeholder updates
Do not treat pilot data as client data. It is for learning, demonstration, and internal orientation.

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Assigning Users

Open the Team tab to assign users to the active workspace. To add a user:
  1. Enter the user’s email address.
  2. Select the workspace role.
  3. Save the member.
The user must already have an account before they can be added.

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Choosing the Correct Role

Choose the role based on the user’s real responsibility:
  • Use Organization owner for the client lead who owns the workspace relationship.
  • Use HQ manager for users who coordinate project execution and reporting.
  • Use MEL lead for users responsible for indicators, evidence quality, and reporting records.
  • Use Field supervisor for users who coordinate field teams and activity execution.
  • Use Field staff for users who submit field evidence.
  • Use ProjectDesk services for internal operators supporting client workflows.
  • Use Donor viewer for stakeholders who should inspect progress without editing.
  • Use Auditor viewer for compliance reviewers who need restricted visibility.

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Administrator Checklist

Before inviting a wider team to use a workspace, confirm:
  • The organization name and contact details are correct.
  • At least one project exists.
  • Workstreams and locations are meaningful.
  • Activities are clear enough for field users.
  • The right users have access.
  • Stakeholder and auditor viewers have restricted roles.
  • The workspace does not contain pilot data unless it is a pilot workspace.