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How to manage collaborators and suppliers

Collaborators are external organisations, such as subcontractors, invited to work on a specific project. Suppliers are the companies on your organisation-wide supplier list, which you can add to any project.

Two ways to add a subcontractor to a project

  • From the project: Project settings > Collaborators tab > Add Collaborator (this guide).
  • From the Supply Chain portal: add the company as a supplier, then add them to one or more projects. See Adding and managing supply chain.

Who can use this?

Project Admins, and Approvers unless Approver supply chain access is turned off in Organisation Settings > Options, in the organisation that owns the project or its principal contractor. Read-only collaborators cannot invite. Only Project Admins can stop a collaboration. Client Admins can see all suppliers in Organisation Settings > Suppliers.

How do I view a project's collaborators?

  1. Select Projects and open the project.
  2. Select the settings gear icon.
  3. Open the Collaborators tab.
  4. Review the table: contractor name, when the collaboration started, type and status.

How do I add a collaborator?

  1. In the Collaborators tab, select Add Collaborator. The Invite a Contractor window opens.
  2. Choose the Supplier.
  3. Choose the Collaboration Type: Principle Contractor (principal contractor), Subcontractor or Client. If you choose Principle Contractor, you see a warning that they will have elevated privileges on the project.
  4. Select Invite when you are ready for them to access the project.

Their admin receives an email invitation. Once accepted, the project becomes visible to their users. The subcontractor's own Client Admin can then invite the rest of their team.

How do I view my supplier list?

  1. Select Organisation Settings in the left-hand menu. The left-hand menu now shows the Organisation Settings sections.
  2. Under People, select Suppliers to see an A–Z list of your accepted suppliers. This section is for Client Admins only.

To add, remove or manage suppliers and their users, use the Supply Chain portal (handshake icon).

Common questions

  • The supplier is not available to add: check they are on your supplier list. If not, add them in the Supply Chain portal first.
  • A contractor cannot access the project: check the collaboration status in the Collaborators tab and that their admin accepted the invite.
  • Approvers should not be able to invite suppliers: a Client Admin can turn off Approver supply chain access in Organisation Settings > Options, then select Save options.
  • How do I remove a collaborator? In the Collaborators tab, select the red minus icon at the end of the company's row. In Stop Collaboration, select Stop. Users from that company lose access to the project. Only Project Admins can stop a collaboration.

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