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 and visibility: Authorizations & Visibilities
Directly to the following sections:
Create user
Create external contact
Import contact data from digital business card
Convert external contact to user
Edit user
Edit external contact
Prepare users for invitation (coordinator)
Delete user
Hide users & contacts
Users** are invited and given access to the buildagil project. For more information on the roles in the project, see the following article: Users / contacts / teams / contact groups / roles
Navigate to Contacts in the desired project.
Click on + New and select User.
Enter the e-mail address of the new user and click Next. If the user already exists, they can be selected directly.
Enter your first name, surname and role in the project.
Assign the contact to one or more Teams and, if available, select a session distributor and a Contact group.
The authorizations and visibility are regulated via the teams. You can find more detailed information on this in the following article: Authorizations & Visibilities
Enter 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.
Select whether the user should be hidden on the platform: Hide user
If the user is to be Project administrator or Project coordinator, activate the corresponding options.
Then click on Create & invite user.
The user now receives an invitation to the project by e-mail.
External contacts** do not have access to the buildagil project. For more information on the roles in the project, see the following article: Users / contacts / teams / contact groups / roles
Navigate to Contacts in the desired project.
Click on + New and select External contact.
Enter the e-mail address of the contact and click Next.
Enter your first name, surname and role in the project.
Assign the contact to one or more Teams and, if available, select a session distributor and a Contact group.
Enter 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.
Select whether the contact should be hidden on the platform: Hide contact
Then click on Create contact.
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.
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.
Users can only be edited by administrators.
To edit a user, the user can be opened and then click on Edit.
Email, Name and Company cannot be changed as these are managed globally.
Profile picture and Address can only be customized by the user in the Personal settings.
Further information on authorizations and visibility: Authorizations & Visibilities
role, team, contact groups and role assignments ( Project administrator and Project coordinator) can now be customized.
External contacts can only be edited by administrators.
To edit an external contact, open the contact and then click on Edit.
Email, Name and Company cannot be changed as these are managed globally.
Further information on authorizations and visibility: Authorizations & Visibilities
As Coordinator you cannot invite new users yourself, but you can prepare them and give them to an administrator for approval.
To do this, proceed as described under Create user and click on Create user.
Then select which administrator should execute the approval.
The administrator then receives an e-mail and can approve and invite the user.
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 detailed 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.
Further information can be found in the following section: 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.
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 in 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.
As external contacts cannot be deleted in the project for reasons of traceability, hiding is an alternative to deleting.
The following section explains how to edit an external contact: Edit external contact
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 and visibility: Authorizations & Visibilities
Directly to the following sections:
Create user
Create external contact
Import contact data from digital business card
Convert external contact to user
Edit user
Edit external contact
Prepare users for invitation (coordinator)
Delete user
Hide users & contacts
Create user
Users** are invited and given access to the buildagil project. For more information on the roles in the project, see the following article: Users / contacts / teams / contact groups / roles
Navigate to Contacts in the desired project.
Click on + New and select User.
Enter the e-mail address of the new user and click Next. If the user already exists, they can be selected directly.
Enter your first name, surname and role in the project.
Assign the contact to one or more Teams and, if available, select a session distributor and a Contact group.
The authorizations and visibility are regulated via the teams. You can find more detailed information on this in the following article: Authorizations & Visibilities
Enter 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.
Select whether the user should be hidden on the platform: Hide user
If the user is to be Project administrator or Project coordinator, activate the corresponding options.
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. For more information on the roles in the project, see the following article: Users / contacts / teams / contact groups / roles
Navigate to Contacts in the desired project.
Click on + New and select External contact.
Enter the e-mail address of the contact and click Next.
Enter your first name, surname and role in the project.
Assign the contact to one or more Teams and, if available, select a session distributor and a Contact group.
Enter 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.
Select whether the contact should be hidden on the platform: Hide contact
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, the user can be opened and then click on Edit.
Email, Name and Company cannot be changed as these are managed globally.
Profile picture and Address can only be customized by the user in the Personal settings.
Further information on authorizations and visibility: Authorizations & Visibilities
role, team, contact groups and role assignments ( Project administrator and Project coordinator) can now be customized.
Edit external contact
External contacts can only be edited by administrators.
To edit an external contact, open the contact and then click on Edit.
Email, Name and Company cannot be changed as these are managed globally.
Further information on authorizations and visibility: Authorizations & Visibilities
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, proceed as described under Create user and click on Create user.
Then select which administrator should execute the approval.
The administrator then receives an e-mail and can approve and invite the user.
Delete user
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 detailed 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.
Further information can be found 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.
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 in 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.
As external contacts cannot be deleted in the project for reasons of traceability, hiding is an alternative to deleting.
The following section explains how to edit an external contact: Edit external contact
Updated on: 15/11/2024