Summary and recommendation
Mosaic user management can be run manually, but complexity usually increases with role models, licensing gates, and offboarding dependencies. This guide gives the exact mechanics and where automation has the biggest impact.
Mosaic is a project management platform built around resource planning and time tracking. User management lives entirely in Settings > People, accessible to Admin and Owner roles.
There is no SCIM provisioning and no public API for user lifecycle automation - every app in your stack that needs to stay in sync with Mosaic requires a manual process.
Quick facts
| Admin console path | Settings > People (accessible to Admin and Owner roles) |
| Admin console URL | Official docs |
| SCIM available | No |
| SCIM tier required | Enterprise |
| SSO prerequisite | Yes |
User types and roles
| Role | Permissions | Cannot do | Plan required | Seat cost | Watch out for |
|---|---|---|---|---|---|
| Owner | Full access to all workspace settings, billing, user management, and all projects. Can transfer ownership. | Cannot be deactivated by other admins without ownership transfer first. | All plans (one per workspace) | Full seat cost (custom pricing) | Only one Owner per workspace; ownership must be explicitly transferred before the current owner can be removed. |
| Admin | Can manage users, roles, workspace settings, integrations, and all projects. Cannot manage billing. | Cannot access billing settings; cannot change Owner role. | All plans | Full seat cost (custom pricing) | Multiple Admins allowed; Admins cannot demote or remove the Owner. |
| Team Member | Can be assigned to projects, log time, view and update tasks assigned to them. Access to projects they are added to. | Cannot access workspace settings, manage users, or view projects they are not assigned to. | All plans | Full seat cost (custom pricing, starting ~$10/user/month range) | Default role for most employees; project visibility is limited to assigned projects only. |
| Guest | Limited access to specific projects they are explicitly invited to. Can view and comment; limited task interaction. | Cannot access workspace-level settings, reports, or projects they are not invited to. Cannot manage other users. | All plans | $1.99/month per Guest | Guests are billed at a reduced rate but have significantly restricted access. Intended for external collaborators or clients. |
| Project Contractor | Access to assigned projects with time-tracking and task capabilities. Similar to Team Member but scoped to specific projects. | Cannot access workspace settings, reports outside assigned projects, or manage users. | All plans | $4.99/month per Project Contractor | Distinct billing tier from full Team Members; intended for contractors or part-time contributors who do not need full workspace access. |
Permission model
- Model type: role-based
- Description: Mosaic uses a fixed set of predefined roles (Owner, Admin, Team Member, Guest, Project Contractor). Permissions are tied to these roles and are not individually configurable per user. Project-level access is controlled by assignment.
- Custom roles: No
- Custom roles plan: Not documented
- Granularity: Role-level only; no field-level or object-level permission customization documented. Project access is additive based on assignment.
How to add users
- Navigate to Settings > People in the Mosaic workspace.
- Click 'Invite People' or the equivalent invite button.
- Enter the email address(es) of the user(s) to invite.
- Select the appropriate role (Admin, Team Member, Guest, or Project Contractor).
- Optionally assign the user to one or more projects at invite time.
- Click 'Send Invite'. The invitee receives an email invitation to join the workspace.
Required fields: Email address, Role selection
Watch out for:
- Invited users must accept the email invitation before they appear as active members.
- Pending invitations still consume a seat or incur billing depending on plan terms - verify with Mosaic support.
- Role assignment at invite time determines initial permissions; can be changed after acceptance.
- Guest and Project Contractor roles are billed at different rates; selecting the wrong role at invite time may result in unexpected billing.
| Bulk option | Availability | Notes |
|---|---|---|
| CSV import | Unknown | Not documented |
| Domain whitelisting | Unknown | Automatic domain-based user add |
| IdP provisioning | Yes | Enterprise (Microsoft Entra ID / Azure AD SSO documented; SCIM not confirmed as supported) |
How to remove or deactivate users
- Can delete users: No
- Delete/deactivate behavior: Mosaic supports deactivating users rather than permanently deleting them. Deactivated users lose access to the workspace but their historical data, time logs, and project records are retained for reporting and audit purposes.
- Navigate to Settings > People.
- Locate the user to be deactivated.
- Click the options menu (three dots or similar) next to the user's name.
- Select 'Deactivate User'.
- Confirm the deactivation in the prompt.
| Data impact | Behavior |
|---|---|
| Owned records | Historical records, time entries, and task assignments attributed to the deactivated user are retained and remain visible in reports. |
| Shared content | Projects and tasks the user was assigned to remain intact; the user is removed from active assignments. |
| Integrations | Any personal integration tokens or connections associated with the deactivated user may be severed; workspace-level integrations are unaffected. |
| License freed | Deactivating a user frees the seat and removes the associated billing charge for that user going forward. |
Watch out for:
- Deactivated users cannot be permanently deleted through the UI; historical data is preserved.
- If the deactivated user was the sole Owner, ownership must be transferred before deactivation is possible.
- Reactivating a previously deactivated user may re-incur seat costs immediately upon reactivation.
- Deactivation does not automatically reassign open tasks; admins should manually reassign work before deactivating.
License and seat management
| Seat type | Includes | Cost |
|---|---|---|
| Full Seat (Team Member / Admin / Owner) | Full workspace access, all projects assigned, time tracking, reporting, integrations | Custom pricing (estimated $10–$100+/user/month depending on plan tier) |
| Guest | Limited access to explicitly invited projects; view and comment capabilities | $1.99/month per Guest |
| Project Contractor | Project-scoped access with time tracking and task management on assigned projects | $4.99/month per Project Contractor |
- Where to check usage: Settings > People - lists all active, pending, and deactivated users with their roles
- How to identify unused seats: Review the People list in Settings for users with no recent login activity or no active project assignments. Mosaic does not document an automated inactive-user report; manual review is required.
- Billing notes: Pricing is custom per organization across Starter, Professional, and Enterprise tiers. Guest and Project Contractor seats are add-on costs billed monthly at flat per-user rates ($1.99 and $4.99 respectively). Integration fees may apply separately. A 30-day free trial is available. Billing details require direct contact with Mosaic sales.
The cost of manual management
Mosaic runs on custom pricing across three tiers (Starter, Professional, Enterprise), with Guest seats billed at $1.99/month and Project Contractor seats at $4.99/month. Selecting the wrong role at invite time has direct billing consequences, and pending invitations may consume a seat before the user accepts - verify this with Mosaic support before bulk-inviting.
Integration fees are listed as a separate line item; confirm scope with sales before committing.
Identifying unused seats requires a manual pass through Settings > People. Mosaic does not document an automated inactive-user report, so license hygiene depends entirely on admin discipline.
What IT admins are saying
The most consistent friction point reported by users is the absence of custom roles - permissions are fixed to five predefined tiers with no field-level or object-level tuning available. Bulk onboarding via CSV is not clearly documented, which makes large-scale provisioning cumbersome for growing teams.
The lack of SCIM support is a recurring gap flagged by enterprise IT teams. Deactivation-only offboarding (no permanent delete) has also been raised as a concern for organizations with data minimization obligations.
Common complaints:
- Users have noted that Mosaic's role system lacks granularity - there is no way to create custom roles or fine-tune permissions beyond the predefined role tiers.
- Some users report confusion about which actions trigger billing for pending (not yet accepted) invitations.
- Lack of SCIM support has been noted as a gap for enterprise IT teams needing automated provisioning and deprovisioning.
- Users have mentioned that bulk user import via CSV is not clearly documented or readily available, making large-scale onboarding cumbersome.
- The inability to permanently delete users (only deactivate) has been flagged as a concern for organizations with strict data minimization requirements.
The decision
Mosaic fits teams that can accept a manual provisioning workflow and a fixed role model. The five-role structure (Owner, Admin, Team Member, Guest, Project Contractor) covers most project team shapes, but organizations that need granular permission control or automated lifecycle management will hit hard limits quickly.
Every app in a zero-trust or SOX-adjacent environment that requires automated deprovisioning evidence will need a compensating control here, since Mosaic produces no SCIM events and no API audit trail. If your IT team owns joiner-mover-leaver workflows centrally, Mosaic's manual-only model adds recurring overhead.
Bottom line
Mosaic is a capable project and resource management tool with a straightforward role model, but its user lifecycle story is entirely manual.
There is no SCIM, no public API, and no automated inactive-user detection - every provisioning and deprovisioning action requires an admin to log in and act.
Teams with light headcount churn and low compliance overhead will manage fine; teams running automated IAM workflows or strict offboarding SLAs should plan for the gap explicitly before deploying Mosaic at scale.
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