Users in docu tools can be involved in two ways: either in your own Organization or in a specific Project.

In docu tools, each Company has its own area, called "Organization". A new Organization (company name) is created with each new docu tools Account. The "Organization owner" is the person who first registers in an Organization.

As an Organization owner, you can Invite people to join this Organization. Typically, Organization members are colleagues from your own Company. The invited Users become part of the Organization and can receive licenses. Moreover, Organization owners can grant permission for License management and Project management to the Organization members. Depending on this, they can then manage other Users or Projects within the Organization. However, they are not yet part of a specific Project and do not receive Notifications regarding pins and tasks.

These Users are referred to as "internal Users". They are visible in the License management view.

If you receive the message "The specified E-mail address has already been used," the User with this E-mail address has already created an Account. If you want to take over the existing (test) Account into your Organization, our Service team will gladly handle this for you. Please submit a Service Ticket and let us know which E-mail address the relevant Account is registered to.

Users invited at the "Project level" can be both internal and external Users. "External Users" are docu tools Users who are not in your Organization but in their own Organization, e.g., partner Companies and Subcontractors. You add Project members by Clicking on Invite Member in the Project in the member view. You Invite internal Users by Clicking in the Field with the envelope. From the drop-down menu, you can select the persons from the Member List.

To Invite external Users, enter the E-mail addresses of the persons to be invited in the same Field. If an existing docu tools Account is associated with this E-mail address, the person will receive a Notification that they have been invited to a new Project. If there is no Account for the specified E-mail address, an invitation to register for docu tools will be sent.

All invited Users are visible in the List of Project members.

Each Project member receives a project-specific Role. The Project Role is limited to this single Project. More information can be found in Roles.

Make sure you really only want to Invite the person to the Project. This will create a separate Organization for the person. If it is someone who should also be in your Organization, please Invite them first through License management to your Organization.

If a person has been mistakenly invited only to the Project, they must be moved by our Service team to the correct Organization. Please submit a Service Ticket and let us know which E-mail address the relevant Account is registered to.