Guide · Documents and teamwork
Project collaboration: give each person the access they need
A foreman, subcontractor and customer need different information. Start with the person’s work, then choose projects and permissions. This helps keep shared decisions clear and project information organised.
1. Decide what the person will do
Before inviting someone, decide whether they will manage work, update progress, view documents or prepare estimates. These jobs do not all require access to every project or amount.
Kaldrix lets you choose access for each person. Company team members and people working on selected projects have different needs. Review a permission template, then adjust it to the actual responsibility.
2. Connect access to specific work
Assign the right projects and stage work. People outside the team work on selected projects within their permissions. Check crew membership and assignments if they need to see their crew’s tasks.
Viewing and editing are separate permissions. Viewing prices also needs the right access. When duties change, review these settings rather than keeping old permissions indefinitely.
3. Keep decisions with the relevant work
Add tasks and comments where the work belongs. A photo with a stage description is easier to use than an unnamed file passed around without context. Point to the current document or quotation when decisions change.
Before sharing a document with a customer or subcontractor, review its contents. Project access, internal files, visible amounts and cloud drive permissions are separate matters.
Check before the next step
- Choose projects that match each person’s work.
- Check viewing, editing and access to amounts.
- Review sharing when team membership changes.
Step-by-step exercise
Exercise: give a test person access to one site
What you will do
Check site access separately from permissions, then verify the result with a second test account.
Practice example
Your training company has two empty projects: “Pavilion — training” and “Warehouse — training”. An existing test person should view only the Pavilion and its sample drawing, without changing the model.
Prepare before you start
- A training company without customer data, two projects and an existing agreed test account other than the owner. Do not create or send new invitations in this exercise.
- Team and permissions: Changes permission, with the ability to grant the chosen template and select both projects.
- A company template that allows project and ordinary document viewing without model changes. Inspect its actual settings; the name Guest is not enough.
- A second browser or separate profile for signing in to the test account. Do not share passwords or sign-in codes.
In the print window, choose Save as PDF if your browser provides that option. Check the page preview before saving.
Follow these steps
Write down the intended access
- Check that both projects are training projects with no private data.
- Write the expected result: Pavilion visible, Warehouse hidden, model view only.
Expected result: You have a clear list of what the test person should and should not see.
If you get stuck
Do not test restrictions using real customer documents. If you lack a separate test account and training company, arrange them with the trainer first.
Inspect the chosen template
- Open Company → Team and find the template intended for viewing.
- Check drawing and document access. Confirm that it does not allow model changes. Do not edit a shared template used by other people.
Expected result: The chosen template fits the task and you know its actual permissions.
If you get stuck
Company templates can be changed, so a name does not guarantee particular access. Ask the owner to prepare a separate training template if none fits.
Select one site for the test person
- In Company → Team → Team members, open the menu only for the agreed test account and choose Change access.
- Choose the checked template and Selected sites. Tick only “Pavilion — training”, review the summary and save.
Expected result: The test person has the chosen template and Pavilion access, without Warehouse access.
If you get stuck
You cannot change the owner’s permissions or grant permissions beyond your own. Ask the owner if access is refused; do not try to bypass the restriction through another person’s account.
Open the project with the test account
- Sign in to the agreed test account in a separate browser profile and select the training company.
- Check the project list. Open the Pavilion, then Drawing. Do not try changes on a real site.
Expected result: Pavilion is available, Warehouse is absent from the list and the model can be viewed without editing.
If you get stuck
If you see a different list, first check the selected company and signed-in account. Refresh after permission changes. The owner’s account cannot demonstrate the test person’s restrictions.
Check an ordinary project document
- With the test account, open Pavilion Documents and find the sample drawing from the previous exercise.
- Check its preview and compare it with the version the trainer sees.
Expected result: The test person sees the agreed sample document without access being extended to the whole company.
If you get stuck
Project and document access are separate conditions. Files with amounts and internal documents can have extra restrictions. Do not bypass them by moving real files to another category.
Compare the result with the agreed scope
- Check three points: Pavilion visible, Warehouse hidden and model editing unavailable. Add whether the sample document is accessible.
- Record the result without passwords or account details. Sign the test account out on a shared device; agree any further access changes with the trainer.
Expected result: You have verified actual access rather than only settings viewed by the owner.
If you get stuck
If the result differs, recheck the template and site access. Do not send more invitations — this person already belongs to the company.
Check your work
- Permissions and the site list have been checked separately.
- The test account can access Pavilion but not Warehouse, with model viewing only.
- Sample drawing access was checked without exposing customer documents or sending new invitations.
Common obstacles
Choosing a template did not give project access.
Check the person’s separate site selection. The template controls what they can do; site access controls where.
Guest allows more changes than expected.
Inspect the company template’s current permissions. Do not assume it still has its original settings. Ask the owner for a template that fits the exercise.
The person sees another project or different files.
Check the account, company and assigned sites. Stop the exercise if real customer data appears; do not copy it into notes.
Next exercise: Crews and site progress: connect the plan to daily work →
