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Sharing a project with external participants and organizations

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External participant and participating organization
The External participants and Participating organizations tabs
How to share a project with an external participant
How to share a project with an organization
The participating organization card
Shares waiting for acceptance
How to remove an external participant's access
What the external participant sees
What the participating organization sees
Common questions
Related

Where	Project sidebar → Project participants (Участници в проекта) → the External participants (Външни участници) or Participating organizations (Участващи организации) tab. URL: `/projects/{project}/company/{company}/project-team?tab=people` and `?tab=companies`.
Who can	Everyone on the project sees the lists. To share the project and remove access you need the project permission Projects (Проекти) at Edit (Редакция) and the permission Project sharing outside the organization (Споделяне на проекта извън организацията) at Edit in your company role. By default the company owner, the manager and the project supervisor have it. The list of participating organizations also needs Projects at View (Преглед) in your company role. Sharing needs a paid plan or an active trial. External participants cannot share the project further.
Related	Project team and access, Permission reference, Members, invitations and licences

External participant and participating organization

Term	Who it is	How they get access
External participant (Външен участник)	A person outside your company with personal access to the project: for example a freelance designer, the client's representative or a consultant.	You share the project with them by e-mail. They accept the share from the e-mail and see only this project.
Participating organization (Участваща организация)	A whole organization whose people get access to the project: for example the construction supervisor or a subcontractor.	You share the project with the organization. A registered organization picks which of its people join; for a self-managed organization you add its people by e-mail.

The people of a participating organization are external participants too: in the lists they carry the External participant label, and on the Participating organizations tab they are listed under their organization. Neither an external participant nor a participating organization becomes part of your company, and none of them gets access to your whole company — only to the projects shared with them.

The External participants and Participating organizations tabs

The Project participants page has three tabs in this order: My team (Моят екип), External participants (Външни участници) and Participating organizations (Участващи организации). Each tab shows its count in the title, for example External participants (3).

Tab	What it shows	What it counts
My team	Your company's members on the project. See Project team and access.	The members.
External participants	The people you shared the project with personally and, below them, the Waiting for acceptance (Чакат приемане) section with the shares not accepted yet.	The people with access plus the shares waiting for acceptance.
Participating organizations	The cards of the organizations you shared the project with, the People of the participating organizations (Хора на участващите организации) table and their shares waiting for acceptance. Under Organizations whose plan you manage (Организации, чийто план управлявате) are the organizations you give seats from your plan that take part in the project, for example a self-managed contractor whose profile its company took over. Each is on a line "[Organization] · [Role]", with "Managed by you · X of N seats". Only a user with the Members right at Edit level sees this list.	The organizations, including the ones you manage.

An empty tab shows a short message with the share button under it: "No external participants." (Няма външни участници.) with Share project with an external participant (Сподели проекта с външен участник), or "No participating organizations." (Няма участващи организации.) with Share project with an organization (Сподели проекта с организация). When the tab has people in it, the button is at the top right, in the page header. The buttons show only if you may share; without that right you see the lists but not the buttons. If your plan does not include sharing, Upgrade plan (Надстрой план) stands in place of the button.

The lists refresh by themselves when someone shares the project, accepts a share or is removed.

Open Project participants and the External participants tab.
Click Share project with an external participant (Сподели проекта с външен участник). The "Share the project with an external participant" (Споделяне на проекта с външен участник) dialog opens.
In E-mail addresses (Имейл адреси) type the addresses and press Enter after each. You can also paste several at once, separated by spaces, commas or semicolons. Up to 20 addresses are allowed. The app does not look people up: each address is taken as written.
Check Project (Проект): it is always the project you opened the dialog from. For another project, share from that project's Project participants page.
Optionally pick a Role template (Шаблон на роля). The default is External participant (Външен участник). The role only pre-fills the permissions below.
In Permissions on the project (Права по проекта) set each feature to None (Няма), View (Преглед) or Edit (Редакция). At least one is required.
Check the seats line: "Free seats: … · waiting for acceptance: …".
Click Share (Сподели). You see "Project shared with {e-mail}." or, for several people, "Project shared with {count} external participants."

Each person gets an e-mail that the project was shared with them. The share stays under Waiting for acceptance until the person accepts it. A share not accepted within 14 days expires. Once the person accepts, they appear in the tab's table and take one of your seats.

Features you can give an external participant

Every external participant sees the project it is on: Projects (Проекти) at View is a system permission that is not shown in the matrix and cannot be changed. The matrix shows the project's other features: Schedule (График), File manager (Файлов мениджър), Budget preparation (Изготвяне на бюджет), Offers (Оферти), Outgoing bid requests (Изходящи запитвания), Execution (Изпълнение), Contract changes (Промени по договор), Reports (Отчети), Financial dashboard (Финансово табло), Resource analysis (Ресурсен анализ) and Nomenclature (Номенклатура). Company-level permissions — Members, Partners, received offer requests, the contracting schedule and the BORO permissions — cannot be given to an external participant. With the External participant (Външен участник) role they all start at None: the external participant only sees the project until you give it more. You can change any of them. The External participant role is edited in Roles (Роли); there too the Projects permission is not shown.

Schedule without the list's permission

An external participant with Schedule always opens Construction schedule (Строителен график). Its prices come from the list the schedule is built on: Budget preparation for the budget, Offers for an offer, Execution for a contract. Without that list's permission the schedule shows no prices (no financials and no planned, executed or remaining prices), and its pricing and unified reports and their export are not available. While Schedule is given without one of these permissions, the permissions matrix shows the note "Without the permission for the schedule's list («Budget preparation» for a budget, «Offers» for an offer, «Execution» for a contract), «Schedule» opens without prices, and its pricing reports are not available." (Без правото за списъка на графика («Изготвяне на бюджет» за бюджет, «Оферти» за оферта, «Изпълнение» за договор) «График» се отваря без цени, а ценовите му справки не са достъпни.). It shows wherever an external participant's permissions are set, including the organization's Permissions (Права) tab and the External participant role in Roles. It is information only: those permissions are financial, and the organization roles leave them out on purpose. Nothing is added for you. This applies only to external participants.

Open Project participants and the Participating organizations tab.
Click Share project with an organization (Сподели проекта с организация). The "Share the project with an organization" (Споделяне на проекта с организация) dialog opens.
If you have shared another project with organizations before, they are listed first under Your participating organizations (Вашите участващи организации). Pick one to share this project with it too.
Otherwise search in Organization name, e-mail or UIC (Име, имейл или ЕИК на организацията) and click Search (Търси). A name matches from 3 characters; an e-mail or a UIC must be exact. Pick the organization from the results.
If the organization is not found, click Invite by e-mail (Покани по имейл) and fill in E-mail and optionally Organization name (optional). The person gets an e-mail and joins with one of their companies, or creates one; that company then picks its own people. To accept, they sign in with the invited address, confirmed, and choose a company where they can manage projects (or Create a new company (Създай нова фирма)). Until then the invitation waits under Pending invitations (Чакащи покани) on the Participating organizations tab, where you can Send again (Изпрати отново) or Cancel (Откажи) it.
Optionally, if the invited organization already is one of your self-managed companies: in Take over an existing self-managed company (optional) (Поемане на съществуваща самоуправлявана фирма) pick one. For each you see its contracts, offer requests and offers ("Show the contracts and offer requests"). The project is shared with that company now, and the e-mail is invited to take over its profile together with those documents. You can pick only one; the default is "No, just invite the e-mail". The step shows only with the Members (Членове) permission at Edit.
For an organization that will not register, click Create a self-managed organization (Създай самоуправлявана организация) instead and fill in Organization name, Contact e-mail and optionally UIC (optional). You manage it and add its people by e-mail.
In Organization roles (Роли на организацията) pick one or more roles, for example Construction supervision (Строителен надзор). "The role sets starting permissions that you can change." With several roles the permissions are combined.
Check Its people's permissions on the project (Права на хората ѝ в проекта) and change any permission if needed. At least one is required. If you give a financial permission, the dialog shows "You are giving access to financial information. Check that this role needs it." If you give Schedule without Budget preparation, Offers or Execution, the matrix also notes that the schedule opens without that list's prices.
Enter the Maximum number of people (Максимален брой хора): how many of the organization's people can be on the project (a whole number, at least 1).
For a self-managed organization, optionally add its people under People (by e-mail) (Хора (по имейл)).
Click Share (Сподели). You see "Project shared with {organization name}."

Kind of organization	Who picks the people	What happens after sharing
Registered (Регистрирана)	The organization itself. Its users choose which colleagues join.	The organization gets the notification "{company} shared "{project}" with your organization". Until it picks its people, its card says "Waiting for {name} to choose its people." Nobody takes a seat yet; each person the organization adds takes one of your seats.
Self-managed (Самоуправлявана)	You. You add its people by e-mail.	Each person gets an e-mail that the project was shared with them, and takes a seat when they accept.

When the registered organization you found has no paid plan, the dialog also offers Give seats from your plan (optional): with some of your seats the organization runs on your plan, managed by you. Leave the field empty to only share the project with it as a participating organization. An organization with a paid plan of its own can only be a partner or a participating organization.

Organization roles and their starting permissions

Besides the system permission Projects (View), which every external participant has, all starting permissions are View only, except where noted. No role gets resource analysis, cost, budget preparation, nomenclature, other organizations' offers or contract changes by default.

Role	Starting permissions
Client (Възложител), Client's representative (Инвеститорски контрол)	Schedule, File manager, Execution; Reports at Edit (to approve and comment on payment applications)
Construction supervision (Строителен надзор), Designer (Проектант), Designer supervision (Авторски надзор)	Schedule, File manager; no prices, reports or contracts
General contractor (Главен изпълнител), Subcontractor (Подизпълнител), Supplier (Доставчик)	File manager, Execution, Reports
Consultant (Консултант)	File manager

The participating organization card

On the Participating organizations tab each organization has a card with:

the organization's name and its roles, for example "Company X · Construction supervision", and a Registered or Self-managed label; Managed by you (Управлявана от вас) if it runs on your plan;
the counter "{taken} of {limit} people";
if there is one, "Contact: {e-mail}" (for an organization shared before the roles, also the line "Role: {template}");
the organization's people on the project; a person you added by e-mail carries "Added by you" (Добавен от вас).

If you may share, you also see the buttons:

Button	What it does
Add people (Добави хора)	Self-managed organizations only: opens "Share the project with people of {name}", where you add e-mails up to the limit and click Share.
Edit (Редактирай)	Opens "Edit {name}": change the organization's roles, its people's permissions and the maximum number of people. If you change the roles, the dialog asks "Apply the starting permissions of the new roles?": Apply (Приложи) replaces them, Keep current (Запази текущите) keeps the current permissions. The permissions are the most the organization's people can have on the project. Removed permissions are taken from everyone in the organization at once. Added permissions go to the organization, and its managers give them to its people; nobody gets them automatically. The organization is notified either way. A limit lower than the people already on the project does not remove them, but nobody new can join.
Remove organization from project (Премахни организацията от проекта)	Asks "Remove {name} from the project?". After you confirm, its people lose access to the project and its shares waiting for acceptance are cancelled. External participants you shared the project with directly stay.

Shares waiting for acceptance

The Waiting for acceptance (Чакат приемане) section lists the e-mail shares that have not become access yet: personal ones on the External participants tab, and those to the people of self-managed organizations on the Participating organizations tab.

Status	Meaning	What you can do
Waiting for acceptance (Чака приемане)	The e-mail was sent; the expiry date is shown.	Resend (Изпрати отново) or Cancel share (Отмени споделянето).
Expired (Изтекло)	Not accepted by the expiry date.	Share the project again.
Declined (Отказано)	The person declined.	Nothing.
Cancelled (Отменено)	You cancelled it.	Nothing.
Blocked (Блокирано)	Accepting failed, with a reason: "No free seat when it was accepted", "Over the trial's external participant limit" or "Your plan does not include external participants".	Free or buy a seat, then share again.

How to remove an external participant's access

On the External participants tab (or Participating organizations for a person of an organization) click the person's row. The Access level (Достъпност) panel opens.
Click Remove access (Премахни достъпа).
Confirm with Remove access.

The person loses access to this project. If it is their last project with you, their access ends and their seat is freed. In the same panel you can also change their permissions on the project with Edit.

What the external participant sees

In the company switcher the external participant sees the entry "External participant at {your company}". There they see only the projects shared with them, with the permissions you gave them.
The Project participants page is read-only for them: the first tab is called "{your company} team", and above the tabs they read "You see this project's participants as an external participant. Only the owner organization can change them." They see no share, edit or remove buttons and cannot share the project further.
A page outside the shared projects shows "This is outside your projects".
With Schedule they see Construction schedule in the project menu. A schedule built on a list whose permission they lack (Budget preparation for the budget, Offers for an offer, Execution for a contract) shows no prices and no pricing reports.

What the participating organization sees

A registered organization sees the projects shared with it on its own Projects page, under the Shared with us ({count}) (Споделени с нас) filter. Each card carries the label "Shared by {company}" and the people counter. From the card, its colleagues who can edit projects:

choose which of their colleagues work on the project with Add colleagues (Добави колеги), up to the people limit;
remove a colleague from the project;
set each colleague's permissions on the project in the Permissions (Права) tab, within the permissions you gave the organization;
end the whole organization's participation with End participation (Прекрати участието) — all its colleagues then lose access, and you can share the project with it again;
open the project with Open as an external participant (Отвори като външен участник).

Common questions

You need the project permission Projects at Edit and the permission Project sharing outside the organization at Edit in your company role. Without them you see the lists but not the buttons. If Upgrade plan stands in place of the button, your plan does not include sharing; it is available on paid plans and during a trial.

Add member (Добави член) on the My team tab adds people who are already members of your company to the project. Share project with an external participant gives personal access to the project to a person outside your company, without making them a member.

I get "… more seat(s) needed". What do I do?

Every external participant takes one of your seats. Click the buy-seats button in the dialog, or remove an external participant you no longer need.

The external participant did not get the e-mail. How do I send it again?

In the Waiting for acceptance section find the share and click Resend. If it is Expired, share the project with them again.

I removed a permission from a participating organization. Do its people lose it?

Yes. The permissions you give an organization are the most its people can have on the project. When you remove a permission, or lower Edit to View, in "Edit {name}", everyone the organization added loses it at once. People you shared the project with directly keep theirs: you manage them yourself.

I gave a participating organization a new permission. Why don't its people have it?

An added permission goes to the organization, not to its people. The organization is notified, and its colleagues who can edit projects give it to the people who need it in the Permissions (Права) tab of the shared project.

Why does the organization have no people on the project?

A registered organization picks its own people; until it does, its card says "Waiting for {name} to choose its people." For a self-managed organization you add the people with Add people.

No. External participants and participating organizations cannot share the project further. Only the company that owns the project shares it.

Will the external participant see our other projects?

No. They see only the projects shared with them, and only the features you gave them. They never get access to your whole company.

I get "These permissions cannot be given to an external participant". Why?

Company-level permissions, such as Members and Partners, cannot be given to an external participant. Keep only the project's features.

Why does the external participant see the schedule without prices?

The schedule's prices come from the list it is built on. Without that list's permission (Budget preparation for the budget, Offers for an offer, Execution for a contract) the schedule opens but leaves out its prices and the pricing and unified reports. That is what the organization roles intend: Construction supervision, Designer and Designer supervision start with Schedule but none of these permissions, and Client and Client's representative start with Execution but not Budget preparation. Change those permissions only if the participant may see those prices.