Set up users at a new location

Use this article to invite team members or external users, then assign their role and access to activity categories and locations.

Note

Required role: Manager

Before You Get Started

• Your plan must include the External User Access entitlement. Without it, Users & Teams is replaced by an upgrade prompt.
• For an external user, each location you grant must have at least one Structure.

Invite a user

Use the invitation form to add an internal team member or an external partner.

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, then press Enter. To invite several people, add each address as a separate chip by pressing Enter, a comma, or a semicolon.
5. Select a Role.
6. Under Activity Category Permissions, select Add Activity Category if you need to assign activity categories.
7. Under Location Permissions, select Add Location and add each location the user may access.
8. Select Invite User.

User invitation sent successfully confirms that the invitation was sent. If several people are included, they all receive the same role, location access, and activity-category access. Invalid or duplicate addresses are flagged on their chips before submission.

Understand internal and external access

The meaning of the permission selections depends on whether the user is internal or external:

• Internal users: they start with access to everything. Selecting activity categories or locations restricts their access. If no locations are selected, the list reads User has permission to All Locations.
• External users: they start with no access. Selected activity categories and locations grant access. An external user must have at least one location. If no locations are selected, the list reads User has no permission to any Locations, and the invitation is not sent.
• Activity categories only narrow access for an external user. If no activity categories are selected, the user can still see every activity type, even though the list reads User has no permission to any of the Activity Categories.

Selecting activity categories when inviting a user also makes that person a default engineer for those categories. This applies across the organisation or only to the locations granted. If the default cannot be set, the invitation is still sent and a warning asks you to set the defaults in Organisation Settings.

Role rules for invitations

• The Role list contains only roles you may grant. Granting Owner requires Owner permission, and granting Admin requires Admin permission or above.
• Selecting Owner makes the user internal and removes the External User switch.
• All recipients in one invitation receive the same role and permissions.

Change access after inviting a user

Update an existing member's role, activity-category access, or location access from their member record.

1. Open Users & Teams.
2. Select the member in the Team Members list.
3. In the Update User panel, adjust the External User switch, Role, Activity Category Permissions, or Location Permissions.
4. Select Update.

User updated successfully confirms the change. An Owner is always internal, so the External User switch is not available while Owner is selected. The sole Owner's role cannot be changed. Only an Owner can change a member who already holds the Owner role.

For an external member, removing every location prevents the update and shows Add at least one location. An external user with no locations cannot see anything. If you turn off External User, or choose Owner, for an external member with no locations, BriqSafe asks Grant access to all locations?. Confirming gives the member access to every location.

Location, activity-category, and external-user changes reach a signed-in member when their BriqSafe tab regains focus, at most once every half minute. Ask the member to switch away from the tab and back. A role change updates role-based menu entries at that point, but buttons and menu entries linked to the new role's permissions can wait until the member's sign-in session renews. Signing out and back in applies the change immediately.

Resend or revoke a pending invitation

1. In Users & Teams, select the member marked Invited.
2. In the Update User panel, adjust the role or permissions if needed.
3. Select Update and Reinvite.

User updated and reinvited successfully confirms that the invitation was updated and resent. There is no separate resend action in Users & Teams. If the invited email is also saved as a contact, you can use Resend invite in that contact's side panel under the organisation's Contacts settings.

To withdraw a pending invitation, open the pending row's overflow menu, select Revoke invite, and confirm Revoke invite in the dialog. Invitation revoked confirms the action, removes the row, and stops the link that was sent from working.

Video walkthrough

1. 1Inviting Users to Your Organisation