Granting Access
Learn how to invite users to collaborate on estates and sites, and how to manage their access levels.
Before You Start
Section titled “Before You Start”You can only grant access if you have the right permissions yourself:
| Your Role | What You Can Grant |
|---|---|
| Estate Owner | Any role at this estate and its sites |
| Estate Admin | Editor and Viewer roles at this estate and its sites |
| Site Admin | Editor and Viewer roles at this site only |
| Editor or Viewer | Cannot grant access to others |
Inviting Users to an Estate
Section titled “Inviting Users to an Estate”Users must have estate-level access before they can access individual sites. Start here.
- Open your Estate and go to Users & Permissions
- Click the Invite User button
- Search for the user by email address
- Results show registered users in the system
- Users who already have access won’t appear
- Select the role to grant:
- Viewer - Read-only access (for stakeholders, auditors)
- Editor - Can create and edit content (for team members)
- Admin - Can manage settings and invite others (for managers)
- Click Invite
The user gains access immediately if they already have an account. New users receive an email invitation to create an account.
What the Invited User Sees
Section titled “What the Invited User Sees”If they already have an account:
- They immediately see the estate in their dashboard
- No email notification is sent
If they’re new to the system:
- They receive an email invitation
- They click the link to create an account
- After signup, they see the estate in their dashboard
Granting Site-Specific Access
Section titled “Granting Site-Specific Access”Once a user has estate access, you can grant them different roles at specific sites. For example, someone might be a Viewer at most sites but an Editor at the site they work at.
- Open your Estate and go to Users & Permissions
- Find the user in the list
- Click Edit or select their name
- In the Site Permissions section, choose which sites to grant access to
- For each site, select their role:
- Viewer - Read-only access
- Editor - Can create and edit
- Admin - Can manage the site
- Click Save
Remember: Most Restrictive Role Wins
Section titled “Remember: Most Restrictive Role Wins”If a user is an Estate Viewer but you grant them Site Editor, they can still only view - the estate role limits them.
To give someone edit access at a site, they need at least Editor role at the estate level.
Choosing the Right Role
Section titled “Choosing the Right Role”For Estate Access
Section titled “For Estate Access”| Role | Grant This To |
|---|---|
| Viewer | Consultants, finance teams, auditors, stakeholders |
| Editor | Technicians, engineers, anyone entering or updating data |
| Admin | Property managers, operations directors, team leads |
| Owner | Primary owner only (rarely changed) |
For Site Access
Section titled “For Site Access”| Role | Grant This To |
|---|---|
| Viewer | People who need to see this site but not edit |
| Editor | Team members assigned to work at this specific site |
| Admin | Site supervisors, site managers |
Rule of thumb: Grant the minimum access needed for someone to do their job.
Changing User Roles
Section titled “Changing User Roles”You can change a user’s role at any time. Changes take effect immediately.
- Go to Users & Permissions for the estate or site
- Find the user in the list
- Click Edit next to their name
- Select the new role
- Click Save
The user’s access updates instantly - they don’t need to log out and back in.
Removing User Access
Section titled “Removing User Access”When someone leaves the project or no longer needs access:
- Go to Users & Permissions for the estate or site
- Find the user
- Click Remove or Revoke Access
- Confirm the removal
Troubleshooting
Section titled “Troubleshooting””User not found” when searching
Section titled “”User not found” when searching”- Check the email spelling - Search is exact match
- User may already have access - Already-invited users don’t appear in search
- User may not be registered - They need to create an account first
User can’t see a site they should have access to
Section titled “User can’t see a site they should have access to”Check in order:
- Do they have estate access? Users need estate Viewer (minimum) before site access works
- Do they have site access? Check the site’s user list
- What’s their role? Viewers can only view - if they’re trying to edit, they need Editor role
User can see but can’t edit
Section titled “User can see but can’t edit”Their estate role may be limiting them. Even with Site Editor role, an Estate Viewer can only view.
Fix: Change their estate role to Editor or Admin.
Can’t find the Invite button
Section titled “Can’t find the Invite button”You need Admin role or higher at the estate level. Contact your estate owner or administrator.
Quick Reference
Section titled “Quick Reference”| Task | Where to Go |
|---|---|
| Invite user to estate | Estate → Users & Permissions → Invite |
| Grant site access | Estate → Users & Permissions → Edit user → Site Permissions |
| Change someone’s role | Users & Permissions → Edit user → Change role |
| Remove access | Users & Permissions → Remove user |
Related
Section titled “Related”- Understanding Roles - What each role can do
- Permission Scopes - How permissions cascade