Managing Subcontractors and Non-Employee Users

Managing Subcontractors and Non-Employee Users

What's in this Article?

Steps for adding and configuring subcontractors and other type of non-employee users. These users are typically not your direct employees.
For help adding and managing your Headquarters Users (direct employees), see: Managing Headquarters Users

Step 1: Add the User to an Account

Note: Only users with Administrator level access will have the ability to add new Users to a Account.

If the user already has an account in SiteOwl, skip to Adding a Project to a User.
  1. Using the Headquarters drop-down at the top center of the screen, select the Account to work with.
  2. Go to Settings on the left navigation bar.
  3. Click the Users tab.
  4. Click the + Invite User button.

  5. Select from a list of existing users or type the email address of the new user.
  6. If the user will need full access to the Account, select the Administrator check box to enable.
  7. Then select the Project Role and Live Site Role for the user.
    Note: It's recommended that subcontractors, end-users, and all other non-employee users be given the most limited level of access they will require, allowing the Headquarters Administrator to specify the individual Projects and Live Sites the user can access. For more details and recommendations on assigning the appropriate Roles to your users, refer to Selecting the Correct SiteOwl User Roles. 
  8. Complete the process by clicking the Invite button. The user will receive an email notification with steps to set a password and activate their user account. This email will expire in 24 hours. 

  9. The new user will now appear in the list of Associated Users for this Account. The email address will display in parenthesis until the user activates their account.
    Note: When activating their account, users will set their password and complete their Profile Information. Completing the Cell Phone field is optional but highly recommended because it will allow them to choose to receive login authentication codes via Text rather than Email. This is particularly helpful for Technicians using mobile devices in the field.
     

Step 3: Assign Projects to the User

  1. Click the Projects tab, then click the + Add Project button.
  2. Select from the list of Associated Accounts, then choose the Project(s) to assign. All active Design and Installation Projects will be listed.
    Note: If you do not see the Accounts you need in the list, first ensure the user has been given access to the Account by an Account Administrator. 
  3. Click the Add Project(s) button to complete the process.

Step 4: Assign Live Sites to the User

If you've licensed the Live Sites module of SiteOwl, you'll give users access to Sites in much the same way you give them access to Projects. 
  1. Click the Sites tab, then click the + Add Site button.
  2. Select from the list of Associated Accounts, then choose the Site(s) to assign. All active Sites will be listed.
    Note: As with Projects, if you do not see the Account you need in the list, first ensure the user has been given access to the Account by an Account Administrator. 
  3. Click the Add Site(s) button to complete the process. 





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