Team and sign-in

Inviting someone

On Team, an admin chooses Invite team member and gives their name, email, an optional job title, a role and what they can reach. They receive an email with a link to set their own password; the link lasts seven days, and Resend invitation sends a fresh one. Until they use it they carry an orange Invited chip, and Invitations, under Filters, shows how many are waiting.

The Team members tab lists everyone with their role, what they can reach, and when they last signed in. Inside Filters, Status shows Removed or All for people who have gone, and Role narrows the list. The other tab, Client contacts, lists the people outside your team who answer requests. The Team page is for admins; anyone else who opens it lands on Request packs.

The four roles

• Owner: the first account, created when Docsroom is set up. An admin who cannot be removed and whose role nobody can change.
• Admin: manages people, access and organisation settings, deletes a client, sees the backups, and removes two-factor for a colleague who is locked out.
• Team member: does the work. Manages requests and files within what they can reach.
• Viewer: can open and download within their access and change nothing except their own account and notification settings. Every other change is refused with a plain message. It suits a trainee learning the ropes, an auditor, or a director who wants to see without touching.

Choose the role when you invite someone, and change it later with Edit role and access in the dots menu beside their name. You cannot change your own.

What each person can reach

Beside the role there is Access, which is a separate choice: All clients, Selected clients or projects, or Only allocated requests. The last two open a list to tick. Admins always have all clients. Someone on allocated requests sees a smaller app with just their own requests and their settings, which is how you give a subcontractor or a temp exactly the work in front of them and nothing else.

Signing in

Email and password, then a six-digit code if two-factor authentication is on for your account. Keep me signed in on this device holds the session for 30 days and extends it while you use the app; otherwise it ends when the browser closes, and in any case after twelve hours. Eight wrong passwords from one place pause sign-in to that account from there for half an hour; you can still sign in from anywhere else, and a password reset lifts the pause. If you followed a link to a particular page before signing in, such as Open the request in an email, you land on that page once you are in.

Forgotten password

Choose Forgot your password? beside the password box on the sign-in page. A link arrives that works for one hour and once. Using it sets the new password, signs you in, and ends any other sessions you had open.

Removing someone

An admin opens the dots menu beside a person and chooses Remove person, or Revoke invitation if they never signed in. They are signed out everywhere and can no longer sign in. Their replies, handoffs and downloads stay on record under their name, and Removed, under Filters, still lists them.

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