Here is a step-by-step guide:
First, select the project you want to invite an external collaborator to
Note that you add collaborators on a project-by-project basis to ensure they can only access relevant information.
1. Click on "Share"
On your project page, find the 'Share' button, usually located at the top right of the page. Click it and select the 'Invite External Collaborator' option.
2. Click on "Invite External Collaborator"
3. Search for your collaborator or add a new contact.
If you're inviting someone new, click 'Add New Contact'. Fill in their first name, last name, and email address. If the person has already been invited to another project within your system, you can start typing their name, which should appear.
4. Next, select the type of permissions you want to grant the collaborator.
This will depend on their role and the access level needed to fulfill their responsibilities. There are a few options:
Full Edit Access: This allows the collaborator to edit the project. This level of access is typically given to a GC or a designer who needs to handle order information or collaborate on selections. They have more responsibilities and are more deeply involved in the project.
View only: The collaborator can view the project and see financials but cannot edit or remove content. They do have the ability to comment within this permission set.
Restricted View (No Financials): This is the strictest, most limited level. The collaborator can view the project, markers, and comments but cannot see any financial information, such as the cost of items. This is the most common permission set for external collaborators like subcontractors or vendors. They will see the project but cannot edit the scope or input selections.
5. Optionally, you can add a personalized message before sending the invitation.
6. Click on "Send Invitation"
Once you hit send, the collaborator will get an email with their invite.
When the collaborator receives the email invitation, they can view the project. If they click the link in the email, they'll be prompted to create an account. They can continue as a guest, allowing them to view the scope of work and plans. However, they cannot comment on or interact with the project extensively.
Once they create an account and log in, they'll be taken to a project dashboard that is similar to yours. They can see the firm name, project details, client communications, team conversations, comments, and who else is on the project, depending on the permissions you've granted them.
Testing the Collaborator Experience
If you wish to test the collaborator experience, you can invite yourself using a different email. For example, if your email is ted@materio.co, you could invite ted+test@materio.co. Ensure that your email host supports this feature (like Gmail) and that you've logged out of your existing account in the same browser before trying.
Have questions? Email us at hello@materio.co