Add colleagues

Use this article to invite colleagues, subcontractors, or other external users to your organisation with a defined role and access scope.

Note

Required role: Manager

Before You Get Started

• Your plan must include the External User Access entitlement. If it does not, an upgrade prompt replaces Users & Teams.
• If you are inviting an external user, each location you grant must have at least one Structure.

Invite colleagues

Use the same invitation form for internal and external users.

1. Open Users & Teams.
2. Select Add team member above the Team Members list.
3. In the Invite User panel, select External User if the person is outside your organisation.
4. Enter their address in Email addresses, then press Enter. To invite several people, add each address as a separate entry by pressing Enter, a comma, or a semicolon.
5. Select a Role.
6. Under Activity Category Permissions, select Add Activity Category if you want to set activity-category access.
7. Under Location Permissions, select Add Location for each location the user may access.
8. Select Invite User.

The message User invitation sent successfully confirms that the invitation was sent.

Set access for external users

External users start with no access, so grant at least one location.

1. Turn on External User in the Invite User panel.
2. Under Location Permissions, select Add Location for every location the user may see.
3. Optionally, under Activity Category Permissions, select Add Activity Category to limit the activity types they can access.
4. Select Invite User.

If no location is selected, the invitation is not sent and the message Add at least one location. An external user with no locations cannot see anything. appears. Activity categories only narrow access for an external user. If none are selected, the user can still see every activity type.

Check role and permission rules

• For an internal user, selected locations and activity categories restrict access. An internal user otherwise starts with access to everything.
• Choosing Owner makes the user internal and removes the External User switch.
• The Role list shows only roles you may grant. Granting Owner requires the Owner role, and granting Admin requires Admin or above.
• All recipients added to one invitation receive the same role, location access, and activity-category access.
• Invalid or duplicate email addresses are marked on their entries. Check them before selecting Invite User.

Selecting activity categories also makes the invitee a default engineer for those categories, either organisation-wide or limited to the locations granted. If this cannot be set, the invitation is still sent and a warning asks you to set the defaults in Organisation Settings.

Resend or revoke a pending invitation

You can resend an invitation or withdraw it while the person is still shown as Invited.

1. Open Users & Teams.
2. Select the member showing Invited to open the Update User panel.
3. Adjust the Role, Activity Category Permissions, or Location Permissions if needed.
4. Select Update and Reinvite.

The message User updated and reinvited successfully confirms that the invitation was updated and sent again. To withdraw it, open the pending row's overflow menu, select Revoke invite, and confirm Revoke invite in the dialog. The message Invitation revoked confirms that the invitation was withdrawn and the row was removed.