Articles on: Contacts & users
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Creating Users & External Contacts


Contacts can be created by all project participants. Users can only be created and sent an invitation by project administrators or project coordinators. For more information on permissions and visibility: Visibility & Permissions for Contacts & Users.


Creating Users


Users are invited and granted access to the buildagil project. For more information about roles in the project, see the following article: Roles in the Project.


A new user can be added in the "Contacts" section of a project.



After entering the email address, the system checks whether the user already exists in buildagil. If the user associated with this email address is synchronized with the global user management system, they can be selected directly. In this case, the name, company, address, and phone number are automatically populated and cannot be changed. If no global user profile exists, the user can be added from scratch.



You can enter the first name, last name, and role in the project. 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 Visibility & Permissions in the project are managed through the teams.



For new users, the company name, address, and phone number can be entered. If the company's "domain" has already been entered, the company name is filled in automatically. Otherwise, a new company can be entered or selected from the global list.


Once created, the email address and company name cannot be changed independently, as the user is synchronized with global user management. The company name is automatically detected based on the email address’s domain and can therefore only be modified when the user is created. For subsequent changes to the email address or company name, please feel free to contact Support.



In the options, the user can select either Project administrator or Project coordinator. You can then complete the user creation process by clicking "Create & Invite User." The user will now receive an invitation to the project via email. For more information on accepting the invitation, see the following article: Accepting the Invitation.



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Creating External Contacts


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


In the "Contacts" division of a project, you can add a new external contact.



After entering the email 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 management system, it can be selected directly. In this case, the name, company, address, and phone number are automatically imported and cannot be changed. If no global user profile exists, the external contact can be created from scratch.



You can enter the first name, last name, and role in the project. The contact must also be associated with one or more Teams and can be assigned to one or more Contact Groups. Among other things, the Visibility & Permissions in the project are managed through the teams.



If the external contact is not synchronized with global user management, you can enter the company, address, and phone number. If the company's "domain" has already been entered, the company name will be filled in automatically. Otherwise, you can enter a new company or select one from the global list.


Once an external contact has been synchronized with global user management, their name, address, and phone number can no longer be edited. This happens when the person has already received an invitation to a project as a user with the same email address. The email address and company name cannot be changed on your own after creation. The company name is automatically detected based on the email address’s domain and can therefore only be modified when the contact is created. For subsequent changes to the email address or company name, please feel free to contact Support.



You can then complete the creation of the external contact by clicking "Create Contact."



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Importing Contact Information from a Digital Business Card

When creating a user or external contact, you also have the option to import a digital business card as a VCF file. This file type can be generated from contacts in Outlook.



Once you select the business card, the contact information is automatically entered.



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Converting External Contacts to Users

An external contact can be converted into a user at a later time and then invited to the project. This is useful if a person was initially added only as a contact but should later be granted active access to the project. The option to convert the contact into a user is available via the contact’s Edit View.




Once the conversion is complete, the invitation can be sent.



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Preparation for an Invitation as a Project Coordinator

New users cannot be invited directly as Coordinator. However, their creation can be prepared and submitted to an administrator for approval. The user can be added as described in the section "Creating Users". The administrator responsible for approval is then selected.



The administrator will now receive a Message in the Message Center and can approve the invitation.



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Updated on: 16/07/2026