In the Participants tab, you can invite users to an existing or new group.
If you don't have any groups yet, you can create groups before inviting participants or create one during adding participants.
💡 Participants can belong to one group at a time. If you'd like to change the group, right-click on the selected participants and click Move to group.
Inviting single or several users
To add participants, click Add participants on the top panel and follow the steps described below.
You can also add participants to a specific group by using the inline button next to each group or from the context menu of the target group – Add participants.
General
Enter one or more emails addresses.
Select one of the existing groups or create a new one.
If you choose to create a new group, you will also need to define feature and document permissions.Select the invitation language.
Set up email notifications about new documents.
💡 Keep in mind that all participants can change their preferred language and notification settings on their own at any time.
Project access
Here you will find settings for:
Project access
Decide when participants in the group can access the project.
Enable or restrict access
Use the toggle to define the group’s access status:
On — participants have access to the project
Off — participants do not have access
When access is turned off, participants won’t be able to open the project until it is enabled.
Set access dates
When access is enabled, you can optionally define when it starts and ends by clicking on the pencil icon next to the Start and End dates.
Start date
By default, access starts immediately
You can select a specific date and time using the calendar
The start date cannot be set in the past
End date
By default, no end date is set (access remains active while the project is active)
You can:
Select a predefined duration (14, 30, or 60 days)
Set a custom date and time
If an end date is set, access will be automatically removed when it is reached.
You can update access settings at any time when editing the group.
Participant access and group rules
When adding participants to a group, the group’s project access settings are applied by default.
Keep in mind the following:
Participants can be added to groups without access. They will not be able to open the project until access is enabled for the group.
Participants cannot be given access if the group itself does not have access enabled.
If the group has a custom start and/or end date, participants will inherit these dates. Different custom access dates cannot be set at the participant level in this case.
When a participant is added to an active group, their access starts immediately, regardless of any previously set start date for the group.
Participant access can only be edited in line with the group’s access settings.
Additionally, you can set up:
2-step verification: require users to verify their identity with a second factor upon sign-in to your project.
Allowed IP addresses: specify applicable IP addresses or ranges to allow access to the project. Once enabled, simply enter one IP address or range per line in the text field.
Q&A
If Q&A is activated in the project, you will have an additional step during participants invitation. Here you can define the participants' Q&A role and notifications about the new activity.
💡 Q&A settings are applied to each participant added on the first step, not on the group level.
Importing participants in bulk
We recommend using this feature when adding large numbers of participants to several groups at one time.
To invite participants in bulk, click Import on the top panel.
💡 You need to create your groups prior to using this feature.
Upon clicking, the feature provides instructions on how to proceed:
Get a template: download the template from this Bulk invite screen.
Fill out template: open file and edit as required, see below for more details.
Import file: once you have finished, save, drag and drop, or upload the file.
Editing bulk invitation template
Once you have opened the template, enter participants' details into the corresponding columns.
To successfully import the file, ensure you follow the guidelines below:
Email and Group, marked with an *, are required. Group names must match those in your project.
We recommend you select group names from the dropdown list as they have been exported from your project and therefore align.
Phone numbers must contain digits only, and they should be in international format, e.g. +441234567890.
Importing file
Once the file has been edited as required and saved, it may be imported via drag and drop or via the Choose file button.
After the file import and before the invitation itself, all prospective participants are listed.
All listed fields may be edited.
Errors (red) are flagged and stop invites from being sent.
Warnings (yellow) are flagged to highlight a minor issue that may need addressing.
The emails and groups are prefilled from the template, along with any additional information, such as first and last name, company, job title etc. Admins can double-check the intended invitees, fix errors, and confirm invitations.