Articles on: Contacts & users
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Create & edit users & external contacts

The following article describes how new users and external contacts can be created, imported and edited, and how external contacts can be converted into users.


Contacts can be created by all project participants. Users can only be created and invited by project administrators or project coordinators. Further information on authorizations & visibility: Visibilities & authorizations of contacts & users


Directly to the following sections:


Create user

Users are invited and given access to the buildagil project. You can find more information about the roles in the project in the following article: Roles in the project


Navigate to "Contacts" in the desired project. Click on "+ New" and select "Users".



Enter the e-mail address of the new user and click on "Next". If the user already exists, they can be selected directly.



Enter first and last name and role in the project. Assign the contact to one or more Teams and, if available, to one or more Contact groups.


The authorizations & visibility are regulated via the teams. You can find more detailed information on this in the following article: Visibilities & authorizations



Enter the company, address and telephone number. If the "Domain" is known, the company will be filled in automatically, otherwise you will be asked to create a new company.



If the user should be Project administrator or Project coordinator, the corresponding options can be activated here. Then click on "Create & invite user".


The user now receives an invitation to the project by e-mail.



Create external contact


External contacts do not have access to the buildagil project. You can find more information about the roles in the project in the following article: Roles in the project


Navigate to "Contacts" in the desired project. Click on "+ New" and select "External contact".



Enter the e-mail address of the contact and click on "Next".



Enter first and last name and role in the project. Assign the contact to one or more Teams and, if available, to one or more Contact groups.



Enter the company, address and telephone number. If the "Domain" is known, the company will be filled in automatically, otherwise you will be asked to create a new company.



Then click on "Create contact".



Import contact data from digital business card

User / contact data can be imported from business cards if available.



Select the business card to be imported and the user data will be filled in automatically.



Convert external contact to user

If an external contact is to be converted into a user, the procedure is as follows:

Open the contact and click on "Edit contact".



Click on "Change to a user".



Click on "Invite person".



Edit user


Users can only be edited by administrators.


To edit a user, open the user and then click on "Edit".



The e-mail and company cannot be changed as the user is synchronized with the global user administration.


The name, profile picture and contact information can only be customized by the user in the Personal settings. The role and team, contact groups and role assignments for Project administrators and Project coordinators can now be customized.


Login information for project administrators

Project administrators can check for users whether a user has been able to register and log in to buildagil and whether access has been successfully set up. The time period in which the last login took place is displayed: never, within the last 30 days or more than 30 days ago. The information is updated once a day.



Edit external contact


External contacts can only be edited by administrators.


To edit an external contact, open the contact and then click on "Edit".



Certain information cannot be edited if the contact is synchronized with the global user administration. The e-mail address and company cannot be changed under any circumstances.


Prepare users for invitation (coordinator)

As Coordinator you cannot invite new users yourself, but you can prepare them and give them to an administrator for approval. To do this, create a Create user and proceed as described.



Then select which administrator should execute the approval.



The administrator now receives an email and can approve the invitation.



Delete users & contacts


It is not possible to delete users or contacts so that it is always possible to trace who executed which action and when.


If a user should no longer have access to the project, an admin can deactivate the user. You can find more information in the following article: Deactivate / reactivate user.


If you no longer want users or contacts to be displayed in the project, you can hide them. You can find more information in the following section: Hide users & contacts.


Hide users & contacts

Users and external contacts can be hidden from the contact list.


User:

As soon as a user is hidden in the contact list, they only remain visible to project administrators. This person can then no longer be selected as a responsible person in tasks or as a participant in meetings. However, if the user has already been used in elements, they remain visible there regardless of this. Hiding in the contact list makes it possible to give certain people access to documents in buildagil that should not be visible to other project participants. This is an advantage in the tendering process, for example. As users cannot be deleted from the project for reasons of traceability, hiding is an alternative to deleting. The following section explains how a user can be edited: Edit user.


Contact:

As soon as a contact is hidden in the contact list, it only remains visible to project administrators. This person can then no longer be selected as a responsible person in tasks or as a participant in meetings. However, if the contact has already been used in elements, it remains visible there regardless of this. As external contacts cannot be deleted in the project for reasons of traceability, hiding is an alternative to deleting. The following section explains how an external contact can be edited: Edit external contact.


Updated on: 28/08/2025