Permissions
Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.
In order to grant External User Access, users will need Create permissions for Users
This guide will provide an overview of external user access in SiteMax, including how to create external users, their access methods through web and mobile portals, and their permissions within the system.
Understanding External Users
An external user refers to an individual who is not part of the organization but has been granted limited access to Project Notices, Project Forms, RFIs, and Change Orders.
External users can interact with SiteMax functions through web and/or mobile portals, such as the QR Code Workflow, RFI, and Change Order Recipients.
External users can include clients, vendors, or other external parties.
External users are individuals or entities that are not part of the core project team but still need access to certain project information or functionalities.
Creating External Users
External users are typically created by way of contacts within the system.
When a contact is granted external user access, they become an external user with limited permissions, such as Project Notices, Project Forms, RFIs, and Change Orders.
An email address is necessary to create a contact with external user access. This will serve as their username when logging into the portal to access RFIs and Change Orders assigned to them.
External user creation can also be automated through QR code scanning. Learn more about this process for streamlined user setup (Click here).
Accessing SiteMax via Web Browser
RFIs and Change Orders: External users with RFI permissions can access a web portal to view and engage with RFIs and Change Orders where they have been assigned as recipients. Further details can be found HERE.
Accessing SiteMax via Mobile
Project Notices: Users with a designated title mentioned in a Project Notice can scan a project-specific QR Code to view and interact with the notice(s).
Project Form QR Codes: Users equipped with a mobile device can scan a project-specific form QR code to create a new form of that type (editing capabilities may not be available).
Converting Contacts to Users
In the event that you decide you need to grant a contact more access to your system, you can easily move them over to a User
In the Contacts tab of your Team module, select the contact you wish to convert by clicking on the square beside their name
Click on the Actions menu to reveal the dropdown
Select "Convert External Contacts to Users"
