Adding Users & Teams to a Project

Created by Nicola Minty, Modified on Sun, 9 Aug at 11:43 PM by Nicola Minty

Overview

Once your project Drawings and Locations are ready, the next step is to set up the people who will be working on the project.

In RDrive, access is managed through Users, Teams and Roles.

A User is added to the project, placed into the appropriate Team and then given a Role within that Team. Together, these determine what the User can see and what they are able to do.

A simple way to think about the structure is:

User -The individual person accessing RDrive.

Role -The level of access the User has while working as part of that Team.

Team -The organisation or project group the User is working as part of, for example the Main Contractor, a Subcontractor or the Client.

Tags & Permissions - Additional rules used by RDrive to control access to particular project information and actions.

Setting these up correctly is important because Users should only be given access to the information and actions they require.

TABLE OF CONTENTS

Overview

Before You Begin

Before adding Users, it is worth planning the Teams that will be involved in the project.

For example, a project may include:

Main Contractor
Client
Health and Safety Teams
Document Control
Architect
Consultant
Mechanical Contractor
Electrical Contractor
Drylining Contractor
Fire Stopping Contractor

You do not necessarily need a separate Team for every individual User. Teams should represent the organisations or project groups that need to work, receive assignments or have their access managed together.

How the setup works

The basic relationship is:

Create Team → Add User → Add User to Team → Assign Role

Simply adding a User to the project does not give them their working permissions.

The User must also be added to the appropriate Team and assigned the correct Role.

A User can also belong to more than one Team where required.

Understanding Users, Teams, Tags and Roles

One of the most important concepts in RDrive is understanding the difference between Users, Teams, and Roles.

Item	Purpose
User	A person who can log into the project.
Team	Groups users together (Main Contractor, Client, Subcontractor etc.).
Role	Determines what permissions each user has within that team.

Team Types (Profiles)

Team Type: RDrive provides four standard team types, know as Team Profiles

Team Type	Typical Use	Visibility
Main Contractor	Manages project delivery, raises issues, performs quality inspections, signs off and closes work.	Can access and manage items assigned to the Main Contractor team.
Subcontractor	Each subcontractor should have its own team to manage its allocated work and defects.	Can only view and manage items assigned to or managed by their own team.
Client	Allows the client to raise issues, complete processes and review project activity.	Can only view activity relevant to their own team.
Project Administration	Manages project configuration, including drawings, templates, users, teams and project settings.	Administrative access only. These roles should only be assigned to trained administrators.

Standard User Roles

The following permissions apply to the Main Contractor, Subcontractor and Client team types.

Role	Permissions
Read Only	View project information only.
Can Edit	Create new items and edit items accessable to their team.
Can Close	All Can Edit items, plus the ability to accessable to their team.
Manager	Full team permissions, including the ability to delete items where permitted.

Project Administrator Roles

Role	Responsibility
Drawing Administrator	Manage project drawings only.
Template Administrator	Manage Issue and Process templates within the project.
User & Team Administrator	Manage users and teams.
Project Administrator	All of the above, plus manage preset lists.
Project Manager	Full project administration, including overall control of project configuration and items.

Team Tag Best Practise

For most projects, the Team Tag should match the Team Profile.

Every Team should be assigned a Team Tag.

The Team Tag is used throughout RDrive to control access and permissions to items. It links Teams with Issue and Process Templates.

Why are Team Tags important?

Team Tags are used to:

Link Teams to Issue Templates and Process Templates.
Control permissions using conditions such as:
- Matches my team tag
- Controlled by my team tag
Route subscriptions and notifications using Assigned to team tag.
Automatically determine which team can view, action, or control an item throughout its lifecycle.

Team Profile	Recommended Team Tag
MC Team	Main Contractor
Subcontractor	Subcontractor
Client	Client

Step-by-Step Instructions

✅ Step 1: Create Team

Teams group Users together and play an important part in determining what information they can access and what work they can manage.

Navigate to:

☰ Menu → Settings → People & oganisation -> Teams
Select + Team
Complete:
1. Team Name
2. Team Code
3. Team Tag
4. Team Profile
Select OK to create the Team

Tip: You can also select a current team on the domain by selecting them from the Team Name list instead of creating a new one

Team Tag

The Team Tag is used throughout RDrive to control workflows, permissions, and notifications. It links Teams with Issue and Process Templates, ensuring work is automatically assigned and managed by the correct tea

Choosing the Team Profile

The Team Profile identifies the type of Team being added and provides the appropriate underlying configuration for that Team.

Standard project Team types can include:

Team	Purpose
Main Contractor	Typically responsible for coordinating project activity, raising and managing Issues and completing quality checks.
Subcontractor	Typically used for individual subcontractors or trade contractors. Work can be assigned directly to their Team for action.
Client	Used where Client Users require access to relevant project information and workflows.
Project Administrator	Used for Users responsible for configuring and administering the RDrive project. The Team Profile should therefore reflect the function that Team performs on the project.

✅ Step 2: Add Users to the Project

Once your Teams are ready, add the Users who require access.

Navigate to:

Settings → Users

Select the + button.

Users can be added in several ways.

Add a New User

For a User who does not already exist, enter their:

Email address
Display name
Initial password
Language

The email address is important because it is used for login and RDrive notifications.

Add an Existing Company User

If the person already uses RDrive on another project within your company, you can select them from the existing Company Users.

This avoids creating the User again.

Add Multiple Users

For larger projects, Users can also be imported using the available Excel template.

Download the template, complete the required User information and upload the completed file.

✅ Step 3: Add Users to Their Teams

Adding someone to the project creates their User account, but they must also be added to a Team.

Navigate to:

Settings → Teams

Select the required Team.
Search for the User using their display name or email address and add them as a Team Member.
Repeat this where a User needs to belong to more than one Team.

Why does the Team matter?

The Team provides context for the User's access.

For example, if an Issue is assigned to the Electrical Contractor Team, the Users within that Team can be given permission to see and action the work assigned to them.

This allows project information to be managed according to responsibility rather than providing every User with access to everything.

✅ Step 4: Assign the User's Role

Once a User has been added to a Team, assign their appropriate Role.

RDrive uses Roles to determine the level of access a User has.

Role	Purpose
Read Only	Used where a User needs visibility of relevant information but does not need to make changes.
Can Edit	Provides additional permissions to work with and update relevant Items.
Can Close	Includes the previous level of permissions together with additional close-out capabilities where configured.
Manager	Provides the highest standard operational Role within the Team and additional management permissions. Roles are hierarchical, so higher Roles generally include the permissions available to the Roles below them.

Important: A User's Role works together with their Team and the project's permission configuration. Being a Manager does not simply mean that the User can access everything across the entire project.

Understanding Project Administrator Roles

Administrative access should only be provided to Users who need to configure or manage the project.

Depending on your RDrive configuration, administrative Roles can include:

Role	Purpose
Drawing Admin	Manage project Drawings
Template Admin	Manage project Issue and Process configuration.
User and Team Admin	Manage project Users and Teams.
Project Admin	Provides broader project administration capabilities.
Project Manager	Provides wider project management and administrative control.

FAQs & Troubleshooting

Q: I've added a User, but they cannot see anything on the project.

A: Adding the User to the project is only the first step. Check that the User has also been:

A User can log in but cannot edit an Item.

A: Check: User → Team → Role → Item Permission

The User may have a Read Only Role, or the Item may not be assigned to or accessible by their Team.

Or they may not have the permission to edit the item.

Q: Can a User belong to more than one Team?

A: Yes. Where their project responsibilities require it, a User can be added to multiple Teams and have the appropriate Role within each Team.

Q: What's the difference between a User and a Team?
A:

A User is an individual person.

A Team groups Users according to their organisation, responsibility or function on the project.

Permissions are then applied using the User's Team and Role.

Q: What's the difference between a Team and a Role?

The Team represents who the User is working as part of.

The Role determines the level of permission they have within that Team.

Both work together to determine access.

Q: Should everyone be a Manager?
A:

No.

Users should be given the Role appropriate to their responsibilities.

Providing unnecessary Manager access can allow Users to perform actions they do not need as part of their normal project responsibilities.