One of the most desired benefits of BuildBook is the ability to bring everyone together in one place—before, during, and after projects. Who a team owner can invite to their account will first depend on which plan they have.
Plans
Free: One user who is also the account owner. Free accounts do not have access to Projects or Estimates.
Solo: One user who is also the account owner with unlimited external user project invitations.
Team: 2-5 Pro Team invites including the account owner, with unlimited external user project invitations.
Business: 6-8 Pro Team invites including the account owner, with unlimited external user project invitations.
Additional Pro Team members may be added to BUSINESS plans only for $20/month per member or $200/year per member.
User Roles
Pro Team
Each user in a BuildBook account will fit into one of three roles within what we call the "Pro Team." Note: External Users can only be invited to projects in a Paid Plan.
Account/Team Owner: The person who set up the company's BuildBook account and has full ownership of the account. These are the only people who can signup for or cancel an account.
Pro Team Admin: Part of the Pro Team with full access to all account features including Projects, Portfolio, Collections, Opportunities, Estimates, Proposals, and Contacts. Admins cannot edit plan and billing info. They are likely an employee or trusted confidant of your company.
Pro Team Member: Part of the Pro Team with limited access to the BuildBook account. Pro Team Members have access to Projects, Collections, and Contacts. They do not have access to Opportunities, Estimates, Proposals, or Portfolio.
Collaborator
Collaborators are individuals that you want to have access to your Project in order to work on it. These are typically sub-contractors, designers, bookkeepers, ect., who don't work for your company but need to have access to the Project specifics so they can complete work. Collaborators are added at the Project level and only have the option to view Projects.
Client
One of the awesome things about BuildBook is the ability to invite your Clients to your Projects so they always stay in the loop! Clients have very limited access to BuildBook and are only able to Read and Comment on information. Clients are added at the Project level and only have the option to view Projects.
Project Permissions
Permissions are granted on a project-by-project basis. Three types of users can be invited to a project:
Pro Team Members
Project Collaborators: Anyone who is involved in one or more projects, but is not part of the internal company team (sub-contractors, vendors, designers, architects, etc.). They are invited on a per-project basis with different levels of access, as outlined below.
Clients: Clients are invited on a per-project basis.
Pro Team and Collaborators
Pro Team Members and Collaborators share the same set of permissions with one exception, which allows Pro Team members to manage Project Settings.
Each user has a set of permissions levels to select from underneath their name and email in the Project Settings.
There is a range of options to give Pro Team Members and Collaborators access to everything or limit access to read and comment only for specific features.
| Everything | Limited | No Access |
Chat | Team and Client Chat | Team Chat Only | Tab is hidden |
Daily Logs | Everything (read, comment, create, edit, delete, and share with clients) | Read, Comment, and Create (delete their own logs, cannot share with client, cannot export) | _ |
Tasks* | Everything (read, comment, create, edit, delete, and share with clients) | Read and Comment Only (cannot share with client/public link, cannot export, can mark tasks assigned to them as complete)
Read and Comment only on Assigned (can only see the Tasks that are assigned to them, can mark tasks assigned to them as complete) | Tab is hidden |
Schedule To have access to "Everything" in the Schedule, users must also have "Everything" selected for Selections, Tasks, and Financials. | Everything (Gantt Chart and Calendar View access to read, comment, create, edit, delete, and export) | Read and Comment Only (No access to the Gantt Chart with read and comment-only view of the Calendar.) | Tab is hidden |
Financials* | Everything (read, comment, create, edit, and delete) | Read and Comment Only (cannot export) | Tab is hidden |
Selections* | Everything (read, comment, create, edit, delete, and share with a public link) | Read and Comment Only (cannot share or export)
| Tab is hidden |
Files | Everything (upload, download, view, rename, delete, and share) | Limited Files (read and download files shared with them) | _ |
Manage Project All other features must be set to "Everything" access in order to grant access to Manage Project | Yes (access and edit the Project Settings tab.)
No (Settings tab is hidden) | _ | _ |
*Downgrading these permissions will automatically update Schedule permissions to "Read and Comment Only."
Client Permissions
Clients have one dropdown that controls the permissions for all clients on a project.
Client permissions are tab-based so that the following features can be disabled and/or enabled at any time:
Updates: Daily Logs you've chosen to share with the client
Schedule: Calendar view of the Schedule
Chat: Client chat only
Tasks: Tasks you've chosen to share with the client
If the task is shared with the client and assigned to them, the client will be able to mark the task as complete
Financials: When budget is selected, there are additional client visibility settings you can choose from within the Financials tab
Selections
Files: Files you've chosen to share with the client, or files they've uploaded
Next up