How To Share and Manage Access To a Site


Data from within your portal is shareable with coworkers, management, and stakeholders for each site or project. The benefits of sharing your site include ease of collaboration, transparency, better conflict resolution, and better site management.

When you invite a new user, they are granted view-only permissions by default. This grants the user access to only view the map for your site. They cannot create, edit, or export data and reports. Review our guidelines to familiarize yourself with the permission levels available.

You can share sites or projects in a few ways—by clicking the SHARE button in the site toolbar, through the Sites & access tab or the People & teams tab under Site Settings, or from within the site options on the homepage thumbnail.

Share button

Click the SHARE button on the top toolbar from within a site in your portal.

A pop-up box will appear with several sharing options.

Copy and share with an invite link

When you click the SHARE button, a link is automatically generated for your to share with anyone you want to have access to your site.

Assign the level of permissions from the dropdown menu, and click COPY LINK. Send it to anyone you want to access your site via email. 

Enabling any permissions will grant anyone that clicks the link those permissions on the site. Changing the permissions after the link is sent will not change the link’s URL. To change the permissions, click the DELETE AND RESET button to disable the current link and generate a new link with the new permissions level.

Invite by people or teams

You can also invite new users by sending an email. Add their email address, and choose the permissions level you want them to have. When you are ready to send it, click INVITE.

New users are granted view-only permissions by default. This allows users to only view the map for your site. They cannot create, edit, or export data and reports.

Sharing access from the homepage

To quickly invite a user to a site, click on the three dots in the site thumbnail on the homepage, and choose Share access from the menu.

ShareAccess_to_a_site.png

From here, follow the instructions mentioned above to share your site with someone by sending a link or an email invite.

Inviting users through Sites & access

Go to Profile Settings by clicking on the name in the top toolbar and select Sites & access.

Go to Settings by clicking on the name in the top toolbar and select Sites & access.

Select the site or project you would like to share.

Type their email address into the Invite people or teams bar. Notice View Map Only is granted by default. If you only want to grant view-only permissions, ensure all the other options are unchecked. To change their access, click on the dropdown menu and choose the appropriate option. 

Click INVITE

You can always change permission levels if you want to restrict or increase the level of access a user already has. Click the dropdown menu next to the user’s name and change the options by checking or unchecking the boxes.  

Inviting a new user as view only through People & teams

Go to Settings by clicking on the name in the top toolbar and select People & teams.

ShareAccess_People_and_Teams.png

Enter their email address and click ADD PEOPLE.

To set access levels to every site in your portal, click the dropdown menu at the top of the site list and choose the appropriate options.

You can also set different permissions for each site individually. Click on the dropdown menu next to the site and choose the appropriate level of access.

When finished, click INVITE

Managing Access to Your Sites

If you have the Manage Access permission on one or more sites, there are several ways to access the interface to manage the permissions that other users have on those sites.

To change existing users and teams' permissions on your site, find them in the list and select the relevant permissions from the dropdown in their row.

You can also resend the activation email to users who have not yet logged in with the Resend Invitation button and remove users and teams from the site with the x button.


Managing Access Requests

If a user has requested access to your sites, you can manage these requests by navigating to Settings > Sites & Access and clicking the Requests tab. This tab will have a red marker if you have any pending approvals.

The page displayed will show all requests for your sites and allows you to approve or reject them.

By default, all approvals will result in the user only having View permission on the requested site. However, you can change this per request by clicking the Permissions dropdown.

Once ready, you can approve the requests by pressing the Approve All button or the tick icon. Alternatively, you can reject requests using the cross icon.


I still can't do it!

We wrote these articles to equip you with everything you need to get the job done on your own, but we understand that sometimes this isn't sufficient.

If you're stuck, you can connect with our support team by clicking the support button on the top right corner of your user portal.

Related to