Video 4 of 26 ยท Set Up

Add Users and Give Them Access

Invite your team, set roles and project access, give them DS Site, and bring a subbie onto a project

← Set Up Your WorkspaceCompany Settings: Get Your Documents Ready →
Watch the Add Users and Give Them Access video
Watch the Add Users and Give Them Access video on YouTube
Watch the video walkthroughhttps://youtu.be/3umLvgc57eI

In this walkthrough, you'll add people to the Deep Space web app and give them the right access. We'll invite a team member, set their role and project permissions, give them DS Site, and bring a subbie onto a project. Then we'll cover the questions we get most.
The full series: 26 videos in Builder's Wheel order (Win, Set Up, Build, Move the Money, Govern)
  1. Build an Estimate and Proposal Win
  2. Multi-Trade Tender Win
  3. Set Up Your Workspace Set Up
  4. Add Users and Give Them Access Set Up
  5. Company Settings: Get Your Documents Ready Set Up
  6. Connect Xero and Map Your Cost Codes Set Up
  7. Folder Templates and Project Documents Set Up
  8. Document Templates vs Contract Templates Set Up
  9. Email Templates and Sending Documents Set Up
  10. Head Contract Setup Set Up
  11. Build Your Programme Set Up
  12. Subcontracts: Award to Executed Set Up
  13. DS Site: Invites, Inductions and Site Sign-on Build
  14. Drawings to Site and Subbies Build
  15. Run Your Programme on Site Build
  16. RFIs, Notices and the Project Inbox Build
  17. Inbox to Xero: How the Money Flows Move the Money
  18. Purchase Orders Move the Money
  19. Process Supplier Invoices Move the Money
  20. Subbie Claims: Inbox to Payment Schedule Move the Money
  21. Retentions and Security Move the Money
  22. Variations, End to End Move the Money
  23. Provisional Sums: Allowances, Drawdowns and Over-runs Move the Money
  24. Progress Claims to Your Client Move the Money
  25. Budget and Forecasting Govern
  26. Delegation of Authority Govern

How access works

Everyone is managed in Directory, User Directory. Workspace Members are people who can log in. Contacts are people at yo
Everyone is managed in Directory, User Directory. Workspace Members are people who can log in. Contacts are people at your subbies and suppliers who haven't been invited yet.
Access has two layers. Their role, set under Admin, Security, decides which menus they see across the workspace. Their p
Access has two layers. Their role, set under Admin, Security, decides which menus they see across the workspace. Their project permissions decide what they can do inside each project.

Invite a team member

Click Invite User. Enter their name and email, plus their phone and position if you like, then pick their role.
Click Invite User. Enter their name and email, plus their phone and position if you like, then pick their role.
Add at least one project. Viewer lets them see it. Collaborator lets them add and edit records. Manager runs the project
Add at least one project. Viewer lets them see it. Collaborator lets them add and edit records. Manager runs the project and its team. Cost User opens the commercial data. Then click Create User. The invite email goes out once they have access to a project.
They get an email from Deep Space with a Log in button, and a link straight to the project.
They get an email from Deep Space with a Log in button, and a link straight to the project.
They log in with that email, or with Google, Apple or Microsoft. It's the same login for the Deep Space web app and DS S
They log in with that email, or with Google, Apple or Microsoft. It's the same login for the Deep Space web app and DS Site. No account yet? They click Create one.

Change access later

The three dots on any user let you resend the invite, manage their projects, change workspace permissions, set DS Site p
The three dots on any user let you resend the invite, manage their projects, change workspace permissions, set DS Site permissions, or deactivate them.
Manage Projects shows every project they're on. Pick another project, tick the permissions, and click Add to project.
Manage Projects shows every project they're on. Pick another project, tick the permissions, and click Add to project.
Workspace Permissions add admin powers. Workspace Manager lets them manage users, projects and settings. Company Directo
Workspace Permissions add admin powers. Workspace Manager lets them manage users, projects and settings. Company Directory lets them manage companies and pick people for transmittals and notices.

Give them DS Site

For DS Site, open DS Site Permissions, pick a role and click Add to DS Site and Invite. Basic suits most site workers an
For DS Site, open DS Site Permissions, pick a role and click Add to DS Site and Invite. Basic suits most site workers and subbies. Give your own staff Reviewer or above, so they can see everyone's submissions.
The DS Site column now shows invited, and you can resend or revoke the invite from here. Our DS Site video covers the re
The DS Site column now shows invited, and you can resend or revoke the invite from here. Our DS Site video covers the rest.

Bring a subbie onto a project

People at your subbies and suppliers sit under Contacts, grouped by company. Click Invite to Workspace to give them a lo
People at your subbies and suppliers sit under Contacts, grouped by company. Click Invite to Workspace to give them a login.
Then add their company to the project. On the project card, open Project settings.
Then add their company to the project. On the project card, open Project settings.
Under Team, click Add Stakeholder and pick the company.
Under Team, click Add Stakeholder and pick the company.
Choose the contacts to add, then click Add Stakeholder. Only contacts who've already been invited to the workspace can b
Choose the contacts to add, then click Add Stakeholder. Only contacts who've already been invited to the workspace can be picked, so invite them first.

Common questions

Creating a user fails.

Add at least one project before you click Create User. If the email is already in use, search the User Directory, as they may already be there.

Creating a user fails.
Add at least one project before you click Create User. If the email is already in use, search the User Directory, as they may already be there.

They can't see the project, or a register shows Demo Mode.

Open Manage Projects and add them to that project. Registers only show data for projects they're on.

They can't see the project, or a register shows Demo Mode.
Open Manage Projects and add them to that project. Registers only show data for projects they're on.

It says Invalid Access.

Their role doesn't open that page. An admin ticks View for it under Admin, Security, then they refresh their browser.

It says Invalid Access.
Their role doesn't open that page. An admin ticks View for it under Admin, Security, then they refresh their browser.

The subbie can't get into the project.

Check both steps. Invite them to the workspace from Contacts, then add their company and contact to the project as a stakeholder.

The subbie can't get into the project.
Check both steps. Invite them to the workspace from Contacts, then add their company and contact to the project as a stakeholder.

They never got the invite.

Check the email address and their junk folder, then use Resend Invite from the three dots.

They never got the invite.
Check the email address and their junk folder, then use Resend Invite from the three dots.

Quick reference

Need a hand? Email help@deepspacegroup.ai

← Set Up Your WorkspaceCompany Settings: Get Your Documents Ready →