Adding external collaborators
External collaborators such as subcontractors, planners, or site supervisors don't need to be members of your project to work with you. You decide how much they see. There are two ways to do it.
1. A single task only – no license needed
If you want an external collaborator to take on a specific task, add them directly to that task:
- Open the task.
- Under "New connection", enter the person's phone number/email or select an existing connection under "Other connections". There you'll find external collaborators you've already worked with.
The external collaborator then sees only this task and the information they need for it, not the rest of the project. No license is needed, even if they take on tasks in several projects.
2. Full project access
If you want an external collaborator to work across the whole project:
- Open the project and go to Members.
- Click + Member.
- Under "New connection", enter the person's phone number/e-mail, or select an existing connection under "Other connections".
The external collaborator then has access to the entire project. If they're a member of two or more projects this way, they'll need a license. To learn how to assign licenses, see: [Managing user licenses]
Overview of all external collaborators
In the People section, you'll find the "Guests" tab. As a Superadmin, you can see there which external people are working on your organization's projects.
If an external collaborator brings their own license from their organization, they appear with the status "Pro (external)". They can work without restrictions, and there's no cost to you.
FAQ
Do I have to add a subcontractor to the whole project?
➡️ No. You can assign them individual tasks. They'll only see those tasks and the related information.
Does a subcontractor cost anything?
➡️ No, as long as you only assign them tasks. Then no license is needed, even across several projects. If you add them as a member to two or more projects, they'll need a license.
How do I find external collaborators I've worked with before?
➡️ They appear under "Other connections" when you add someone to a task or project. You don't need to enter their phone number again.