Roles & User Management


Participants are assigned to specific roles. Depending on what role a user has, it determines how the user interacts with the system. In Shibumi, all users have inherited permissions, which means that the permissions extend below where they have access.

A chart of out-of-the-box roles are available below. Remember, the permissions of these roles extend to all items underneath where they are added.

Role Type Add Users Read Edit Create Copy Move Delete
Owner, Sponsor, Admin Admin
Collaborator Edit
Viewer View

Note: Your solution may have additional custom roles, each role maps to a default type. You can see the default type of role in the Template or at Enterprise Management underneath the Roles tab.

This chart is not exhaustive. You may further restrict an Edit type role’s ability to add users, restrict editability so certain roles can not edit fields, and more.

Add Participants

  • Click on the avatar icon to open the Participant Window.
  • Enter the email address of the user you’d like to add.
    • For first time users, Shibumi will email an invitation to setup an account and login.
    • For existing users, when you start typing the user’s name or email, it will auto-complete.
  • Select a role for the user. Roles that have been enabled by the template admin will be available in the dropdown.
  • Finally, select the blue plus button to the right to add the user to the item.


  • Users can also be added in a List/View if a Role column has been added.
  • Visible To includes all users that hold a role on the work item and all users that have inherited permissions to see the work item. Permission inherit downwards in a solution. E.g., if a user is invited to a Program work item that include five child Initiative work items, the user will have access to all of the children initiatives.

Remove or Replace Participants

  • Click on the down arrow next to the user and select Remove or Replace. Selecting Replace will prompt you to select the user that will replace the existing participant.

Note: The Owner and Sponsor roles can only have one user assigned; all other roles can have many users assigned to them.


In Shibumi, permissions are inherited downward. E.g., when users are assigned roles with Admin rights at the top level of a program, they have admin rights on all children items as well.

Conversely, permissions are never inherited upwards. No users will have visibility to the items above the highest level to which they are directly assigned a role.

For example, in the screenshot to the below, Jane Doe has been assigned as Collaborator to the Digital Transformation program. As she opens the Initiatives within that program, the breadcrumb trail will not extend above the Digital Transformation level. The App Name is listed above the highest level the user has access to.

Placeholders / Open Resources

  • Shibumi provides the ability to define a “placeholder” role. This is referred to as an Open Resource and can be defined in the Participant Window for any item in the solution. It allows for the role assignment on work items before a participant is defined.
  • Until the Open Resource is filled, it will be displayed with a gray background.
  • To fill the Open Resource position, the user clicks the down arrow next to the Open Resource, selects the Assign option, and selects the user that will be assigned to the placeholder’s roles.

Note: With the Open Resource capability, the Shibumi Admin assigns roles to the Open Resource throughout the program and, only when the solution is fully defined, assigns a user to the Open Resource. All items in the program assigned to the Open Resource are then assigned to the designated user and summarized into a single email invitation.

Updated on March 26, 2021

Related Articles