Add (Invite) Users

This process shows you how to add users from within and outside your organization and invite them to a project. Users can only be added by the Administrator.

Before you can add a user, you must set up the role for the user. The access and authority of a user are managed under “Roles”. The project that the user will be given access to, must also be created before a user can be invited.

Users, usually from within your organization, who are granted at least one "Add" or "Edit" access to a project will be allocated paid seats. Associate Users, mostly from outside your organization, who are invited to a project for viewing only, will not require a paid seat. 

Notes: Users and Contacts are different in that Users is set up with a username and password and they can login to CivilPro Cloud whereas Contacts are not allocated any usernames and passwords and they cannot login to CivilPro. (Examples of Contacts are people to whom you want to send your Contract Notices and don't require them to login to CivilPro).

If you are adding someone as a user or associate user, you do NOT have to add them in your Contacts register. When they have become a user, they will be automatically added to your Contacts register.   

Important : If you have added a person in the Contacts register before inviting them as a  user, you'll need to delete the person or remove the email address from the Contacts register as the system will direct the user to login instead of the profile setup screen. 

Relevant Links:

Add Roles 

User Roles

There are two ways to add a user: 

• Using Team 
• Using Project Setting

Method 1:  Using Team

1. In the Main Menu, select “Team”.

Tip: Select the relevant project first before selecting “Team” will ensure that you are viewing the users / invitations relevant to that project.

2. Click on “ADD USER”.

3. Complete the followings:

• Select User or Enter E-mail address – Select user from the dropdown list if inviting an existing user or enter the email address of a new user (Important: DO NOT COPY AND PASTE the email for an existing user).  
• Select the relevant role for the user
• Select the relevant Project that the user is invited to

Click “SEND LINK”.

Note: An existing user is someone who has been added to a project previously. When you invite an existing user to a new project, you can select the same role or a new role for that new project. An existing full user ( i.e. with at least one Add or Edit permission) does not count as a new paid seat when invited to a new project.   

4. The invite will remain in the “Pending Invitations” folder until the user accepts the invitation and set up his profile.

5. New user will receive an email with a link to set up their profile.

   (Existing users can click on the link to accept the invitation and will be directed to the login screen

   where they can login with their existing username and password.) 

Method 2:  Using Project Setting

1. Click on the “Wheel” icon next to the relevant project. 

2. Click on the tab “Users” and then “Add User”.

3. Complete the followings:

• Select User or Enter E-mail address – Select user from the dropdown list if inviting an existing user or enter the email address of a new user
• Select the relevant role for the user

Click “SEND INVITE".  

4.  If the invite has not been accepted by the user, the “Pending Invite” tab will appear next to the  role.

5. New user will receive an email with a link to set up their profile.

   (Existing users can click on the link to accept the invitation and will be directed to the login screen     

   where they can login with their existing username and password.)