Assigning Roles and Teams

Assigning Roles and Teams

In 14Build, assigning roles and forming teams ensures a clear division of responsibilities. This page covers how to assign project roles, define permissions, and manage team collaboration.

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Why Assigning Roles Matters

Assigning roles ensures:

• Clear Accountability: Every task has an assigned owner.
• Controlled Access: Only authorized users can access sensitive project data.
• Efficient Collaboration: Teams can work effectively when responsibilities are well-defined.

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How to Assign Roles in a Project

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Step 1: Open the Project Dashboard

• Go to Project Dashboard and select an active project.
• Click “Project Settings” > “Team Management”.

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Step 2: Add Team Members

1. Invite Users:

   • Click “Add Team Member”.
   • Enter the email address of the new team member.

2. Bulk Import:

   • Use the Bulk Upload Tool for multiple team members.

System Action:
Invited users receive an email invitation and must register before gaining access.

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Step 3: Assign Roles

Assign one of the following predefined roles or create a custom role:

Role	Description	Permissions
Client (Owner)	Full project management control.	All permissions.
Project Manager	Oversees entire project lifecycle.	Manage tasks, tenders, and payments.
Finance Manager	Handles payments, escrows, and approvals.	Approve payments, manage budgets.
Site Engineer	Manages on-site progress and logs.	Update progress reports and tasks.
Contractor	Bids on tenders and completes tasks.	Submit tenders and proof of work.

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Step 4: Define Custom Roles (Optional)

1. Click “Create Custom Role”.
2. Define the Role Name and Permissions, such as:
   • View Projects
   • Manage SOQs
   • Approve Payments
   • Submit Bids
   • Manage Users

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Step 5: Review and Save

• Review assigned roles and access permissions.
• Click “Save Changes” to update the team structure.

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Team Permissions Overview

Action	Client	Project Manager	Finance Manager	Site Engineer	Contractor
Create/Edit Projects	✓	✓
Manage SOQs	✓	✓
Submit Bids					✓
Approve Payments (Escrows)	✓		✓
Update Progress Logs		✓		✓
Invite Users & Assign Roles	✓	✓

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Use Case Example: Assigning Roles in a Real Project

Scenario:

A client is launching a Commercial Office Project. They need a Project Manager, a Finance Manager, and two Site Engineers to manage the work on-site.

1. The client creates a new project and opens Team Management.
2. They invite:
   • John (Project Manager): Responsible for assigning tasks and managing progress.
   • Sarah (Finance Manager): Handles payments and milestone approvals.
   • Alex and Kim (Site Engineers): Track daily logs and verify on-site progress.
3. The client assigns these roles and saves the team structure, ensuring each team member has the correct permissions.

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System Flow Diagram: Team Assignment Process

graph TD
A[Project Dashboard] --> B[Open Project Settings]
B --> C[Go to Team Management]
C --> D{Add Team Members}
D --> |Invite Manually| E[Enter Email & Role]
D --> |Bulk Upload| F[Upload CSV File]

E --> G[Assign Roles]
F --> G

G --> H[Save and Apply]
H --> I[Project Updated]

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Best Practices for Role Management

1. Assign Roles Early: Assign project roles as soon as the project is created.
2. Review Permissions Regularly: Update roles as the project progresses.
3. Limit Critical Permissions: Restrict sensitive actions like payment approvals to trusted team members.
4. Document Role Changes: Maintain a log of role changes for auditing.

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Benefits of Role-Based Teams

• Enhanced Security: Only authorized users can access key project features.
• Improved Accountability: Each action is traceable to specific team members.
• Simplified Collaboration: Defined roles ensure that every team member knows their responsibilities.

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Conclusion

Assigning roles and managing teams in 14Build creates a clear, secure, and collaborative environment for construction projects. The platform ensures that every user has the right permissions and that all project activities remain traceable and transparent.

Next Up: Learn how to set Project Visibility to manage access control between public and private projects.

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### **Page Highlights**

1. **Detailed Steps**: Covers every step from inviting team members to assigning custom roles.
2. **Role Table**: Lists roles with corresponding permissions.
3. **Use Case Example**: Demonstrates assigning roles in a real-world project.
4. **Flow Diagram**: Visualizes the team assignment process for clarity.

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