Add users to a location

Assigning a user to a location gives them access to that location’s documents, control tasks, and follow-up actions. This article explains how to invite a new user or add an existing user to a location.

Note

Required role: Manager

Before You Get Started

• Your plan must include the External User Access entitlement to open Users & Teams and manage external-user access.
• To grant an external user access to a location, that location must include at least one Structure.

Invite a user and assign a location

Use the invitation form when the user is not yet a member of your organisation.

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 an address in Email addresses and press Enter. To invite several people with the same access, add each address as a separate entry using Enter, a comma, or a semicolon.
5. Select a Role.
6. Under Location Permissions, select Add Location and add each location the user may access.
7. Optional: under Activity Category Permissions, select Add Activity Category to limit the activity categories the user may access.
8. Select Invite User.

User invitation sent successfully confirms that the invitation was sent.

Add an existing user to a location

Use the location’s user list when the person is already a member of your organisation.

1. Open the relevant Location.
2. Open Users.
3. Select the person’s row, or select Add user to location.
4. Under Location Permissions, select Add Location and add the location.
5. Save the change.

Understand location permissions

Location permissions work differently for internal and external users:

Member type	How locations work	When no locations are selected
Internal user	The selected locations restrict access.	The user has permission to all locations.
External user	The selected locations grant access.	The user has no access to any locations.

For an external user, at least one location is required. If no location is selected during an invitation, 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 no activity categories are selected, the user can still see every activity type.

Update a user’s location access

1. Open Users & Teams.
2. Select the member in the Team Members list to open the Update User panel.
3. Under Location Permissions, add or remove locations.
4. Select Update.

User updated successfully confirms the change. A signed-in member receives location changes when their BriqSafe tab regains focus, at most once every half minute. Ask the member to switch away from the tab and back.

Important access notes

• Selecting permissions restricts an internal user, but grants access to an external user. Check the user type before changing locations.
• Selecting the Owner role makes the user internal and removes the External User option.
• An external user can be granted a location only when the location’s plan includes external-user access and the location has at least one Structure.
• Users who have not accepted their invitation are re-invited when you submit changes from the Update User panel.