Skip to main content

Project sharing

Project sharing lets you give another organisation access to a single project (one customer, one contractor, one inspection partner) without provisioning user accounts on your tenant. The receiving organisation works on the shared project from inside their own tenant; the read and write paths flow through the share row.

Two roles are available on a share:

  • CONTRACTOR: read + write. Can update work orders, upload files, capture form submissions, edit dashboards on the shared project. Cannot approve or verify work orders unless the share also has the Allow approving work orders delegation flag.
  • VIEWER: read only. Cannot modify anything.

Generate your organisation's share handle​

A share handle is a short readable identifier that other organisations can paste into their "Share project" dialog to grant access without typing your full org email.

  1. Open Settings → Organisation.
  2. Find the Sharing handle card.
  3. If no handle exists, click Generate. A handle like glendale-3f7k appears.
  4. Click Copy to grab the handle.

Only the organisation OWNER or ADMIN can generate, rotate, or revoke a handle.

Rotate the handle​

  1. On the Sharing handle card, click Rotate.
  2. Confirm. The old handle stops resolving immediately. Anyone holding the old handle can no longer use it to grant you new shares.

Revoke the handle​

Click Revoke to delete the handle entirely. New shares via handle are no longer possible until you generate a new one. Existing shares already granted continue to work.

Share a project with another organisation​

  1. Open the project.
  2. Click Manage access in the page header (OWNER or ADMIN only).
  3. In the Add share form:
    • Enter the recipient's share handle OR their email address.
    • Pick a role (CONTRACTOR or VIEWER).
    • Optionally pick an expiry date. After this date the share auto-revokes.
    • If the role is CONTRACTOR, optionally tick Allow approving work orders to let the recipient's OWNER or ADMIN approve and verify work orders on this project (see Work-order approval delegation below).
  4. Click Grant access.

The share appears in the list. The recipient organisation sees the project appear in their Shared with us section on Projects the next time they refresh.

Revoke a share​

  1. Open Manage access on the project.
  2. Find the row for the organisation you want to revoke.
  3. Click the trash icon.
  4. Confirm.

The share is soft-revoked immediately. The recipient organisation loses access on their next request.

See what's been shared with your organisation​

Open Projects. Two sections render:

  • Our projects: projects your organisation owns.
  • Shared with us: projects shared into your organisation by other organisations. Each row shows the owning organisation's name and your role on the share.

Open any shared-in project to work on it. A banner at the top of the project page indicates the owning organisation and your role.

Work-order approval delegation​

By default, only the project's owning organisation can approve or verify work orders. A CONTRACTOR-share recipient can complete work but the customer signs off.

If you want the contractor to also approve their own work (a managed-service relationship rather than a customer-pays-contractor one), the project owner can grant the delegation:

  1. Open Manage access on the project.
  2. Find the contractor's share row.
  3. Click the shield icon to toggle Can approve work orders on. A chip appears confirming the delegation.

Now OWNER or ADMIN users on the contractor side can approve and verify work orders on this project. The contractor cannot toggle this flag themselves — only the owning organisation can grant or revoke it.

What next?​