Inviting your team
Planscape uses two levels of access: tenant-level (your whole firm) and project-level (per-project membership). Users can belong to your tenant but only have access to specific projects. External users — clients and contractors from other firms — can be added to a project without being part of your tenant.
The role model in 60 seconds
| Role | Scope | What they can do |
|---|---|---|
| Owner | Tenant | Everything, including billing & tenant settings |
| Admin | Tenant | Everything except billing |
| BIM Manager | Tenant | Create projects, manage standards, manage all projects they're added to |
| Project Lead | Project | Manage deliverables, approve transmittals, assign issues |
| Coordinator | Project | Raise issues, capture site data, edit (but not approve) deliverables |
| Viewer | Project | Read-only access to project data |
| Client | Project (external) | Read-only on Published documents; comment on transmittals |
Step 1 — Invite tenant users
Tenant Dashboard › Team › + Invite user.
For each user enter:
- Email — they'll get an invite link with a 7-day expiry.
- Tenant role — Admin / BIM Manager / Member.
- Projects to add to — optional. You can add them to projects later.
Step 2 — Add users to a project
Open the project › Team tab › + Add member.
Two paths:
Internal user (already in your tenant)
Pick from a dropdown. Assign a project role (Project Lead / Coordinator / Viewer). They get an in-app notification, no invite email needed.
External user (different firm or no Planscape account)
Type their email. Pick Viewer or Client role. They'll get an invite to create a free external account — they don't count against your user cap and they don't get access to anything else in your tenant.
Common permission scenarios
"Our MEP sub-consultants need to mark up issues on a shared model"
Add them as External › Coordinator. They can raise and update issues but can't change project settings, approve deliverables, or see other projects in your tenant.
"The client wants visibility on transmittals only"
Add them as External › Client. They see Published documents and can comment on transmittals routed to them. They don't see WIP work or internal RFIs.
"The contractor wants their site team on the mobile app"
Add each site coordinator as External › Coordinator. They get full mobile-app access to that project — issues, photos, voice notes, QR-scan — without seeing your other projects.
"A BIM consultant needs to set up project standards"
Add them as External › Project Lead. They can manage the BEP, naming conventions, and view templates on that one project. They can't see anything else in your tenant.
Changing someone's role
Project Team tab → click the role badge next to their name → pick the new role. Changes are immediate; the affected user sees a brief banner next time they refresh.
To promote/demote at the tenant level (e.g. make someone an Admin), use the Tenant Dashboard Team tab instead.
Removing a user
From a project
Project Team tab → row context menu → Remove from project. Their access ends immediately. Their past contributions (issues raised, photos uploaded, comments) remain, attributed to them.
From the tenant
Tenant Dashboard Team tab → row context menu → Deactivate. The user is signed out of all sessions, their projects lose them, and their seat frees up. You can reactivate within 90 days — after that, the account is permanently removed.
Single sign-on (SSO)
On the Large + Enterprise plans you can require SSO for all tenant users. Configure once in Settings → Security → SSO, choose your IdP (Azure AD / Google Workspace / Okta), map IdP groups to Planscape roles, and switch on enforcement. External users (Clients, Contractors) keep using email/password login since their identity sits in your tenant boundary.
See Setting up SSO for the per-IdP walk-through.
Audit trail
Every invite, role change, and removal is logged in the tenant audit log with the actor, target, and timestamp. Tenant Dashboard → Audit log to view; export to CSV from there.