This guide shows Administrators how to invite people – from inside or outside your organisation – to a CivilPro project.
Before you start
- Your Role needs 'Admin' permission for 'Project Administration', or you are a Subscription Administrator.
- Roles are set up – every user is assigned a Role when invited to a project. Default Roles are setup in your database already. See User Roles to understand how permissions work.
- The project the user will access has been created.
Users, Contacts and seats
- Users have a login and sign in to CivilPro. Users with "Add" or "Edit" permissions – typically your internal team – occupy a paid seat.
- Associate users also have a login and sign in to CivilPro, but are typically external parties with view-only access/permissions – do not occupy a paid seat.
User vs. Associate status is determined by the Role/s each person has, and is shown in the Teams panel.
- Contacts (for example, CC recipients of Contract Notices) cannot sign in, but can receive correspondence
The invitation window indicates whether the selected Role will occupy a paid seat, so you can confirm the seat impact before sending.
Inviting someone who is already a Contact: just invite them (or promote the Contact to a user). When the invitation is accepted, CivilPro converts the matching Contact into a User automatically. If the person had more than one Contact entry on the project, only the latest is converted – rename or delete any older duplicates (for example, add '(Contact Only)' to the name) so they can't be selected by mistake when addressing Contract Notices. A notice addressed to a Contact entry cannot be opened by the person's User account.
Default Role permissions: to reset your Client-facing Role (originally titled 'Client') to default permissions, see the User Roles guide.
Method 1: Using the Team menu
1. Select Team from the Main Menu.
2. Click NEW USER.
3. Complete the invitation fields, then click SEND LINK:
- Select User or Enter E-mail: select an existing user from the dropdown, or type the email address for a new user. (Note: don't copy and paste the email for an existing user – select them from the dropdown.)
- Role: select the appropriate Role.
- Project: confirm the project selection (can link future projects after they have setup a login)
The invitation sits in the 'Invites' register until accepted. You can re-send an invitation from here, just right-click the invitee. After two weeks, the invite expires, so remove them from here and send a new invitie.
Method 2: Using Project Settings
1. Click the wheel icon (Settings) next to the relevant project.
2. Open the Users tab and click Add User.
3. Complete the invitation fields (as in Method 1), then click SEND INVITE.
4. Until the invite is accepted, a 'Pending Invite' tab shows next to the Role. Check the Invites tab in the main menu.
After sending the invite
- New users receive an email with a link to set up their profile.
- Existing users receive a link to accept the invitation and sign in with their existing credentials.
Tip – inviting one person to several projects: send the invites back-to-back. Once the person accepts the first invitation, they are prompted with all other pending project invitations in one step.
Next steps
Once your invites are away:
- Re-send a User Invite / Delete a User Invite – chase up or withdraw invites that haven't been accepted
- Add Existing Users to an Existing Project – link people who already have CivilPro access to further projects – no invite needed
- Manage Project Settings – continue your project setup