Sharing across workspaces
Bring a subcontractor or partner onto specific work without adding them to your workspace.
Sometimes the person you're working with isn't part of your team — a subcontractor, a partner agency, a freelancer. Collaborators let you share specific work with them while everyone keeps their own workspace.
Granting and revoking shared access requires the manage sharing permission. If you don't see the option on the Team screen, your role doesn't include it yet.
How it's different from a member
- A member is inside your workspace and sees what their role allows.
- A collaborator stays in their own workspace. You grant them access to specific clients, projects, or people, and that shared work shows up alongside their own.
Sharing work
From the Team screen, invite them as a collaborator instead of a member.
Choose exactly what to share — particular clients, projects, or people. Nothing else is visible to them.
Pull a grant back when the engagement ends; their access to that work disappears immediately.
What you grant them
When you invite a collaborator you set exactly what they can do on the shared work, with individual toggles: Log time, View others' time, View reports, and View engagements. Grants are to specific clients or projects — you can even invite a collaborator scoped to one resource straight from that resource's People tab. New invites start from your workspace's default collaborator access, which you can set on the Collaborator tab in Roles & permissions (below the workspace roles) so you're not choosing the same toggles every time.
When you grant access to someone already in your workspace (from a client or project's People tab), those toggles start pre-set to what their role already allows — so sharing a project doesn't hand out more than their role does. A Viewer is read-only, so Log time stays off for them and can't be switched on; give someone the Member role if they need to log time.
Their time on shared work is visible to you, and yours to them where you've shared it — but neither of you sees the other's unrelated clients or projects.
Your own engagement on a shared project
Working a client's project under your own SOW? Set up your own engagement on it, from your workspace. On the Client step, pick the shared project, then choose Bill to: the client in your workspace you invoice. The project's client is theirs; the bill-to is yours. It starts on the workspace that shared the project, as one of your clients if you already have it by that name, otherwise as a new client you can rename before saving.
It's yours alone. The engagement, its budget, pace, rate and invoices live in your workspace, and the workspace that shared the project never sees it. Its hours are the time your people log on that project, nobody else's. On the Engagements list it carries a blue globe reading Internal: your engagement, on their project. Their own engagement, when they've shared it with you, wears the same globe reading External. It's the mark Clients & projects gives an outside collaborator.
A share with Log time on the project, and the right to set up engagements in your own workspace. Rates and invoices resolve on the bill-to client.
Your workspace's members, not its viewers. Someone who is a member of both workspaces has all their time on that project counted on your side, since an entry doesn't say which hat they wore. Bring them in as a collaborator rather than a member to keep that clean.
Your engagement stays, history included. Nobody can log more time on the project, so its burn stops where it was. If the other workspace deletes the project, your engagement moves onto an archived placeholder project named after it, with the hours your people logged kept as its baseline.
Visibility across shared workspaces is governed entirely by the granting workspace administrator's permissions: they choose what's shared and can revoke it at any time. ProjectPacer can't arbitrate access or ownership disputes between separate businesses, so if you're collaborating across companies, settle in your own contract who owns which records before you share — and keep your own copy via export while you still have access.