Manage Users, Companies, Projects and Contracts

This article contains the following topics:

• What is a Company and how to create one?
• What are Company Users and how to create one?
• What are Areas and how to create one?
• What are Hubs and how to create one?
• What are Projects and how to create one?

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Introduction

Companies, projects and contracts are the three most important objects you will use in our Contract Management Platform, which allow your users and contracts to be grouped. You can access your contracts from the top right of the toolbar in the platform.

You can manage the companies, projects and contracts in the platform via the admin panel which can be accessed from the user profile in the top right browser.

What is a Company and how to create one?

Click the Companies icon to view all the companies in the platform.

A Company is a group of users that work within an organisation. This would typically be a limited company but it can be a group of users that form a department, joint venture, working group, etc.

You use the Company page to store relevant information about company and associated company users, areas and hubs. In a typical set up you would add the companies involved in the contracts and projects you manage and employees from each organisation will sit within one company. The company details are used for creating contracts and completing forms on contracts.

A Company can be created by a System Administrator or a SuperUser in the platform. The platform also supports adding Companies automatically from an API call, integration or importing in bulk via a support request with our Customer Success Team. To create a Company in the Admin panel click the Create New action button on the Company Register

You will be asked to provide the following information:-

• Company Name - A free text field to insert the company name. Generally it is best practice to use the legal entity but it will support JV and groups of users
• Company Type  - Select either:- Client, Consultant, Contractor, Other or Subcontractor
• Address 1 - Insert address
• Address 2 - Insert address
• City - Insert City
• County - Insert County
• Country - Insert Country
• Postcode - Insert Postcode

This information can be used for reporting purposes. If you need to update the Company details once its created click the Update Company action button on the Company overview page.

After your team has created a Company, you can start to create Company users, Areas, Hubs and Projects in the Company.  When creating a Company you will need to choose a company name, company type, address and also add a logo.

What are Company Users and how to create one?

Click the user icon to view all your Company Users.

These are the end users of the platform and all users must be associated with a Company. A user can only be associated with one Company. You can add a user to your account if you have enough seats (licenses) in your subscription. You need to be a System Administrator or a SuperUser to create a new Company user from the Company User tab under a Company.

They will be asked to complete the following fields:-

• Username - Used by some clients to log in
• Email Address - Used for email notifications  
• Full Name - Used on notices and the user interface
• Telephone - Used for customer support
• Country - Can be used via API to segregate users
• User Type -  Used to control system level permission but not permission on contracts.
• Disable email notifications. 

If you wish to stop a user accessing the platform entirely, you will need to raise a Support Ticket with our Customer Success Team to delete the user. You may also need permission from your Company and the users Company. These users will be hidden in the platform and no longer able to login. A record of the user is retained in the database and their associated contract but permission on individual contracts will be lost permanently. Charges may apply.

What are Areas and how to create one?

Click the Area icon to view all your areas.

An Area is a way to group your contracts. For example, by geographical location or divisions or operating units. This can potentially help keep tabs on activity in a particular Area and the contracts within that Area. Reports can be run by Area.

An Area can be created by System Admins and SuperUsers in the platform, and a number of other ways, for example, automatically from an API call or an API integration, importing in bulk via our API, or you can manually create a new Area as an admin.

You need to be a System Administrator or SuperUser to Create a new Area from the Area tab under a Company.

What are Hubs and how to create one?

Click the Hub icon to view all your hubs.

Like Areas, a Hub is a way to group your contracts. For example, by geographical location or divisions or operating units. This can potentially help keep tabs on activity in a particular Hub and the contracts within that Hub. Reports can be run by Hub.

A Hub can be created by System Admins and SuperUsers in the platform, and a number of other ways, for example, automatically from an API call or an API integration, importing in bulk via our API, or you can manually create a new Hub as an admin.

You need to be a System Administrator or SuperUser to Create a new Hub from the Hubs tab under a Company.

What is a project and how to create one?

Click the Project icon to view all your projects.

A Project is a collection of contracts that you've identified and are managing through the platform. Projects allows contracts to be grouped.  Each Project is managed by a lead organisation and can be categorised by Project type.

It helps your team to stay organised by understanding what contracts are associated with a Project and for managers to report on the progress of your contract across a Project. This functionality also allows subcontracts and main contracts to be grouped as well.

A Project can be created by System Admins and SuperUsers in the platform, and a number of other ways, for example, automatically from an API call or an API integration, importing in bulk via our API, or you can manually create a new Project as an admin.

You need to be a System Administrator or SuperUser to Create a new Project from the main navigation.

You will be asked to complete the following fields:-

• Project Name - A free text field to insert the project name
• Company - Select from the dropdown one of the existing companies on the platform
• Project Type:- Select either Development, Infrastructure, Mechanical and electrical, Nuclear water and sewage or Other
• Project Code:- This must be unique - it can be numbers or characters or a mixture of both.

Once you have created a Project you can assign contracts to it and if you need to, can go back into the Project and update the details.