Members, invitations and licences

Members, roles and licences

A member (also called employee) is a BuildColab user who belongs to your company. Every member has exactly one role, which lists the permissions they have (see Roles). People join only by invitation: you invite an e-mail address with a role, and the person accepts the invitation in their own BuildColab account.

A licence (also called a seat; Лиценз, място) is one member's right to use the paid features of the company's plan. Each paid plan includes a number of seats in its price; you can buy extra seats on top. On an active paid plan every member needs an active licence. A member without one keeps their role but works with the Free plan's limits: only the Free-plan modules work for them and everything else shows "This feature is in a higher plan". This lets you keep people in the company without paying for a seat for each of them.

On the Free plan, and while a company has no active paid plan, there are no licences: everyone works with the plan's limits and the Licence column is hidden.

The Employees screen

Open Admin (Админ) → Employees (Служители). The header shows the title Employees with the subtitle "Identity and access management", three tabs, and the seat controls.

1. The tabs Members, Roles and Sent invitations switch between the three member-management screens.
2. Buy licenses opens the dialog for buying extra seats.
3. The seat counter shows used seats, total seats and free seats.
4. Add employee opens the invitation dialog.

You can sort the table by clicking a column header. There is no search and no paging. The table and the seat counter refresh by themselves when the plan or the billing changes. When the company has no members other than you, the table says "No employees" (Няма служители).

How to invite people

1. On the Employees screen, click Add employee (Добави служител). The dialog "Add a new employee to the organization and assign a role." opens.
2. Type the person's e-mail address in Email (Имейл) and choose their role in Role (Роля).
3. To invite more people at once, click Add another member (Добавете още един член) and fill in the new row. Rows cannot be removed once added, so leave extra rows unused rather than half-filled.
4. Click Add (Добави). The toast "You successfully invited {count} customer(s)" confirms how many invitations were created, and the dialog closes.

1. The Email field takes the address of the person you invite.
2. The Role list sets the role the person will have after accepting.
3. Add another member adds one more e-mail and role row.
4. Add sends the invitations.

If at least one row could not be invited, the error toast "Existing email or a request with 2 identical email addresses" appears. The other rows were still sent. Check the Sent invitations screen to see which addresses got an invitation. If the whole request failed, the toast is "Error sending invitation to customers".

What the invited person receives and does

1. BuildColab sends an e-mail titled "Invitation to join {company} on BuildColab" (Покана да се присъедините към {company} в BuildColab). It is in the invitee's profile language if the address already has a BuildColab account with a saved language, otherwise in the inviter's language. Its button Приеми поканата opens the BuildColab sign-in page.
2. A person who already has an account signs in. A new person registers with exactly the invited e-mail address and confirms it; invitations are matched to the confirmed e-mail of the account.
3. The person opens INVITES (ПОКАНИ) from the Organization (Организация) chip at the top of the sidebar, or from their profile. The page Invites from organizations (Покани от организации) lists the invitation with the company, the role and the status Pending (В изчакване).
4. They click Accept invite (Приеми поканата) and confirm with Confirm acceptance (Потвърди приемане), or click Decline (Откажи) and confirm with Confirm decline (Потвърди отказ).
5. On acceptance the person becomes a member with the invited role, your company becomes their selected company, and BuildColab gives them a free seat if one is available. Without a free seat they join with No licence.

The invitee's side is described in Create or join a company.

When all seats are taken

On a paid plan with limited seats, when no seat is free and there is no bought-but-unassigned licence, Add employee opens the dialog No available seats (Няма свободни места) instead of the invitation form. It says "All seats in your current plan are in use. Upgrade your plan or buy more seats to add new members." and offers two buttons: Buy seats (Закупи места), which opens the Buy licenses dialog, and Upgrade plan (Надстрой план), which opens the Subscription screen.

The Sent invitations screen

Sent invitations (Изпратени покани) lists every invitation your company has sent to join the company, with the role and status of each. Open it from Admin → Sent invitations, from the tab on the Employees screen, or from View invites on the Organization screen.

1. The Status column shows Sent, Accepted or Declined.
2. The Action column holds the Resend button, active only for invitations in Sent status.

How to resend an invitation

1. On Sent invitations, find the row with status Sent.
2. Click Resend (Изпрати отново). The toast "Sending invitation..." appears, then "The invitation was sent again". The same e-mail is sent once more.

There is no button to withdraw or cancel a sent invitation. If you invited the wrong address, leave the invitation unanswered; if the person already joined, remove them on the Employees screen.

The Edit access panel

Click the pencil at the end of a member's row on the Employees screen. The Edit access (Редакция на достъп) panel opens on the right. It shows the member's name and Employee email (Имейл на служителя), both read-only, and a card Assigned role (Назначена роля) with the company name and the role list. At the bottom are Assign license (Назначи лиценз), Remove member (Премахни член) and, for the company owner only, Transfer role (Прехвърли роля).

How to change a member's role

1. Open the member's Edit access panel.
2. Pick the new role in Role (Роля).
3. Click Save (Запази). The toast "Employee role updated successfully" confirms it. The new company-level permissions apply at once.

How to assign a licence

1. Make sure there is a free bought licence. If not, buy seats first (see below).
2. Open the Edit access panel of the member who shows No licence.
3. Click Assign license (Назначи лиценз). The toast "License assigned successfully" appears.
4. Check the Licence column: it should now say Active.

Assign license is active only when there is at least one bought licence nobody holds and the member has no active licence. If the column still shows No licence after the success message, no seat could be assigned (for example, the plan is not active or every seat is taken); buy seats or pay the open invoice, then try again.

How to remove a member

1. Open the member's Edit access panel and click Remove member (Премахни член).
2. Read the confirmation "Are you sure you want to remove this member from the organisation? This action is irreversible and may restrict the user's access to projects."
3. Click Remove member to confirm, or Keep member (Запази член) to cancel.
4. The dialog shows "Removed successfully" (Успешно премахване). Click Close (Затвори).

How to transfer company ownership

1. As the current company owner, open the Edit access panel of the member who should become the owner.
2. Click Transfer role (Прехвърли роля). The transfer runs immediately; there is no confirmation step.
3. The toast "Employee role transferred successfully" confirms it. The selected member is now the company owner and you get the role they had before. Your licences are swapped as well.

Buying extra seats

When the included seats are not enough, buy extra seats from the Employees screen. Extra seats can be bought only during an active, paid plan period, and only when the plan has no unpaid invoice.

1. On the Employees screen, click Buy licenses (Закупи лицензи), or Buy seats in the "No available seats" dialog.
2. Enter the number of seats in Count (Брой), from 1 to 1000.
3. Read the price lines: "{price} per seat / month", "{price} per seat until {date} ({days} days left in the period)" and "Total: {total}". Prices are in EUR.
4. Click Buy (Купи). BuildColab checks the price again. If it changed, the message "The price was updated. Check the new total and confirm again." appears; click Buy once more.
5. The toast "Licenses purchased successfully" confirms the purchase. The new seats are available at once.

1. Count sets how many seats to buy.
2. When the plan does not allow extra seats yet, the dialog says so ("Extra seats cannot be bought on this plan yet. Please contact us.") instead of showing prices. On a plan with a seat price, the price lines and the Total appear here.
3. Buy places the purchase; it stays disabled while no price is available.

The price covers only the rest of the current paid period: the monthly seat price, prorated by the remaining days, with the 15 % yearly discount. Each purchase creates a separate invoice that appears on the Subscription screen; pay it by bank transfer. The seats work right away, but if that invoice is still unpaid 5 days after the purchase, the members using those seats lose paid access until it is paid. Paid extra seats are renewed together with the plan.

Bought seats are not given to existing members automatically. New members who accept an invitation take a free seat by themselves; members who already show No licence need Assign license in their panel.

In these cases Buy is disabled. More about seats, renewal and discounts is in Subscription, plans and billing.

Leaving a company

A member can leave a company on their own. Click the Organization (Организация) chip at the top of the sidebar, click the cog next to the company, and in the Organization details (Данни за организацията) dialog click the red Leave company (Напусни компанията). You leave immediately, without a further confirmation, see "You have left the company successfully" and are taken to the company selection page. The company owner cannot leave ("The company owner cannot leave"); transfer ownership first.

Common questions

Related

• Roles
• Permission reference
• Subscription, plans and billing
• Create or join a company
• Project team and access