Articles on: Contacts & users
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Create users & external contacts


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.


Create users


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.


A new user can be entered in the "Contacts" division of a project.



After entering the e-mail address, the system checks whether the user already exists in buildagil. If the user with this email address is synchronized with the global user administration, it can be selected directly. The name, company, address and telephone number are automatically transferred and cannot be changed. If no global user profile exists, the user can be created from scratch.



The first name, surname and role in the project can be entered. The contact must also be assigned to one or more Teams and can be assigned to one or more Contact groups. Among other things, the Visibilities & authorizations in the project are controlled via the teams.



For new users, the company, address and telephone number can be entered. If the "Domain" of the company has already been entered once, the company is filled in automatically. Otherwise, a new company can be entered or selected from the global list.


The e-mail address and company cannot be changed independently once the user has been created, as the user is synchronized with the global user administration. The company is automatically recognized via the domain of the email address and can therefore only be adjusted when the user is created. For subsequent adjustments to the e-mail address or company, please contact support.



In the options, the user can be set as Project administrator or Project coordinator. The creation of the user can then be completed with "Create & invite user". The user will now receive an invitation to the project by email. Further information on accepting the invitation can be found in the following article: Accepting the invitation.



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Create external contacts


External contacts do not have access to the buildagil project and will not receive an invitation. For more information on the roles in the project, see the following article: Roles in the project.


A new external contact can be entered in the "Contacts" division of a project.



After entering the e-mail address, the system checks whether the external contact already exists in buildagil. If the contact with this email address is synchronized with the global user administration, it can be selected directly. The name, company, address and telephone number are automatically transferred and cannot be changed. If no global user profile exists, the external contact can be entered completely new.



The first name, surname and role in the project can be entered. The contact must also be assigned to one or more Teams and can be assigned to one or more Contact groups. Among other things, the Visibilities & authorizations in the project are controlled via the teams.



If the external contact is not synchronized with the global user administration, the company, address and telephone number can be entered. If the "Domain" of the company has already been entered once, the company is also filled in automatically. Otherwise, a new company can be entered or selected from the global list.


As soon as an external contact is synchronized with the global user administration, the name, address and telephone number can no longer be edited. This is the case if the person with the same e-mail address has already been invited as a user in a project. The email address and company can no longer be adjusted independently after creation. The company is automatically recognized via the domain of the email address and can therefore only be adjusted when the contact is created. For subsequent adjustments to the e-mail address or company, please contact Support.



The creation of the external contact can then be completed with "Create contact".



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Importing contact data from a digital business card

When creating a user or external contact, there is also the option of importing a digital business card as a VCF file. This file type can be generated with the contacts in Outlook.



After selecting the business card, the contact details are automatically transferred.



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Convert external contacts to users

An external contact can subsequently be converted into a user and then invited to the project. This is useful if a person was initially only entered as a contact and is later to be given active access to the project. The option to convert the contact to a user is available via Edit view.




After the conversion, the invitation can be triggered.



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Preparation of users for invitation as project coordinator

As Coordinator, new users cannot be invited directly. However, the creation can be prepared and handed over to an administrator for approval. The user can be entered according to the chapter "Creating users". The administrator responsible for approval is then selected.



The administrator now receives a Message in the Message center and can release the invitation.



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Updated on: 27/05/2026