The members of a project are divided into two groups: Internal users from your own Organization and external users such as docu tools users from other Organizations and Contacts, including Subcontractors.

An internal user is a docu tools user from your Organization who can be Invited to a Project. You have the option to Invite users either via the "Members" menu or through "User Management". Specific permissions can be Assigned to each internal user depending on their Project Role.

An external user is a project partner from a foreign Organization in docu tools. They can either be a licensed docu tools user or a free user acting as "Subcontractor", "Internal viewer", or as a "Contact".

Contacts are companies or individual users who do not have a docu tools user account and thus cannot access the Project.

The use of the Roles Project admin, Contributor, and External viewer requires an active, paid docu tools License. The minimum requirement is the pocket tool License. pocket tool users can be Invited to participate in an unlimited number of Projects.

If a user without an active License is Assigned one of these Roles, they will be referred to as "unlicensed". In this case, they only have the permissions and access rights corresponding to the Role of Subcontractor, regardless of which Role was originally Assigned to them.

Subcontractors and internal viewers do not need a paid License to participate in single or multiple Projects; here, the free License is sufficient.

The following table provides details about the specific display and editing permissions of each user Role in a Project.

It is important to note that under normal circumstances, only the Project admin has editing rights for the project settings. However, the permission to edit the project settings can also be granted to other Project Roles through the License management section. Read more here for details.

In docu tools, you Assign project-specific Roles to Project Members. These Roles determine the level of access and permissions individuals have to view or contribute content.

The following Roles are available: - Project admin - Contributor - Internal viewer - External viewer - Subcontractor

(e.g., Project manager, Site manager, Technician)

Project admins have access rights that enable them to perform various important tasks within the Project. They can create new content, Invite Project Members, and make changes to all existing content and Tasks. Additionally, Project admins are solely responsible for customizing project settings and uploading Plans. There can be one or more Project admins, depending on the Project's requirements.

The Role of Project admin in Projects is typically intended for main Contractors who receive orders and then delegate them to Subcontractors, project managers, and site managers. Their task is to oversee the overall execution of Tasks and ensure effective coordination among the various actors involved in the Project.

(e.g., Project manager, Technician, Foreman, with restrictions)

Contributors can view all content within a Project but are only authorized to modify content they have created themselves. They can create their own Pins and Tasks. Additionally, Contributors can only mark Tasks as "completed" or "rejected" if they are Assigned to them. They are not authorized to add new Project Members or records or change the project settings. However, they are able to create reports and have access to viewing and creating Media and groups.

Information: This Role is intended for employees who are actively involved in project work but do not have immediate rights to mark all Tasks as completed or intervene in other processes.

(e.g., Contractor, Surveyor, Subcontractor who can set Pins)

External viewers gain access to all Plans and Pins associated with the Tasks Assigned to them. They have the ability to create Pins, Tasks, and Media for documentation purposes. Similar to Subcontractors, they also have the ability to create reports. However, External viewers do not have insight into the settings and Members of the Project. Regarding Media, they can only view photos of the Pins they have created or the Tasks Assigned to them, similar to the Role of Subcontractor.

Information: This Role is intended for Subcontractors responsible for documenting activities on the construction site, such as updates and revisions of project management. They also complete Tasks Assigned by the local site manager. Additionally, this Role can be extended to clients so that they can enter their work or requests directly into docu tools and be informed about the progress and completion of their Projects.

(e.g., Back office staff, Department head)

Internal viewers have the ability to access and view all content of the Project but cannot make any changes or additions. Thus, it is a simple observer Role. It is important to note that internal viewers cannot create reports.

Information: This Role primarily serves as a passive observer, providing insight into the Project to individuals such as owners, lawyers, or other relevant persons without being able to change its content.

When a Subcontractor is Assigned a Task, they can see the corresponding Plan, Pin, and all Media content of that Pin. Subcontractors can then manage the Assigned Tasks in docu tools, including adding Media and comments to the Pins, marking Tasks as "completed" or "rejected", and creating reports. Once a Task is marked as "completed" or has been rejected, it is no longer visible to the Subcontractor. Companies Invited as Subcontractors to Projects can either use the free Version of docu tools or own their own License, but they have the Role of Subcontractor and the associated access rights for the respective Project.

The Role of Subcontractor is intended for Companies primarily involved in the execution of Assigned Tasks and leading detailed documentation during this process.

To Invite a user to a Project, follow these steps:

Contacts are companies or individuals who do not work with docu tools, neither as docu tools users with a paid License nor as docu tools users with a free License. The Member type is specifically intended to store important Contact information for external Contractors and document Tasks Assigned to them. It is important to note that these Contacts do not receive Notifications from our app and do not have access to the Project within the app. However, they can create reports that include the Pins and Tasks Assigned to these Contacts and pass these reports accordingly.

To add a Contact to a Project:

All Contacts who have an associated E-mail address can be Invited as active Members to the Project at a later time using the "Invite as Member" Function button in the "Contact List" area.

To be able to manage Projects within an Organization, a specific permission is required, which is granted by the Organization owner. Additionally, an active paid License is necessary. The "Manage Projects" permission can be granted globally for all Projects or limited to specific Projects.

To gain a comprehensive understanding of our Roles, you can watch our live seminars on Roles & Rights at this link.