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How it works

By default, every Standard member can open every project in the Locations they belong to. With limited project access on, a Standard member sees only the projects they own or were added to as a Member. Admins always see every project in their Locations. Limited members see only the projects they were added to, whether the setting is on or off. See Members and roles. Every project already has two lists of people:
  • Owner: the person the project is assigned to, shown as the assignee chip on the project header. By default, the Owner is the person who created the project.
  • Members: the people the Owner or an Admin added, shown in the Members chip on the project header.
With the setting on, only the project’s Owner, its Members, and its Location’s Admins can open it. With the setting off, the Members list still records who works on the job, but it doesn’t restrict Standard members. The setting is at the top of Settings → Members. Only Administrators can change it. Other members see it read-only.

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Turn it on

  1. Open Settings → Members.
  2. Find Project access is limited to the Owner and Members explicitly added through sharing. While the setting is off, it reads Off — all Members can access every Project in their Locations.
  3. Turn on the switch. The Limit project access? confirmation opens. It shows how many Members will lose access to at least one project, for example 64 Members affected. If nobody loses access, it says so.
  4. Click Limit access.
The change applies immediately in every Location. If the affected count is higher than you expect, click Cancel. Make each person the Owner of the projects they need, or add them as Members, and then turn the setting on.

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Turn it off

Turn off the switch. Open access comes back for every Standard member immediately, with no confirmation. XBuild keeps the Members lists, so if you turn the setting on again, the same people keep access.

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How someone gets access

With the setting on, a Standard member can open a project in these cases:
  • They are the Owner. The current Owner or an Admin can change the Owner.
  • The Owner or an Admin added them from the Members chip.
  • The Owner or an Admin @mentioned them in the project’s Team comments. See Team collaboration.
  • The Owner or an Admin assigned them a task or checklist on the project.
  • They were the Owner before. When the Owner changes, XBuild adds the previous Owner to Members.
  • They created the project for someone else. If a project is created with a different Owner, its creator stays on Members.
Access depends on who does the action. If a Standard member who isn’t the Owner or an Admin @mentions a teammate, the teammate is notified but doesn’t get access. If they try to assign a task or checklist to someone who can’t open the project, XBuild blocks the assignment. Projects that come in through a connector or the API don’t add anyone to Members. To remove someone, the Owner or an Admin removes them from the Members chip. Their access ends immediately. You can’t remove the Owner from their own project. Change the Owner instead.

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Without access

On the web, a member who opens a link to a project they can’t open sees You don’t have access to this Project. The dialog names the Owner, and no project data shows behind it. In the mobile app, they go back to Home and a sheet shows This project is limited to its team. In both apps, they can tap Request access. The Owner and the Location’s Admins each get an Access requests notification that links to the project. See Notifications. If they ask again within 24 hours, XBuild doesn’t send a second request. Projects the member can’t open don’t show anywhere else:
  • Projects list, pipeline, and stage views show only projects they can open, and the counts match.
  • Search never returns a project they can’t open, even on an exact name or address match.
  • Dashboards and reports use only projects they can open, including past periods.
  • Notifications about a project stop when they lose access to it.
Exception: every Standard member can still see the Sales Performance leaderboard, with rep names and totals. Drilling into individual projects still respects access.

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On a project

  • Only the Owner and Admins can edit the Members chip. Everyone else sees it read-only.
  • Only the current Owner or an Admin can change the Owner. If a Standard member created a project but is no longer its Owner, they can’t take it back.
  • Admins don’t need to be on the Members list to open a project.

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Troubleshooting

  • A member can’t open a project they used to see. They aren’t the Owner or a Member. Add them from the Members chip, or they can click Request access.
  • Search returns nothing for a job the member knows exists. Search only returns projects they can open.
  • A rep lost their pipeline when I turned the setting on. Someone else owned their jobs, often an Admin or a connector import. Make the rep the Owner, or add them as a Member.
  • An @mention didn’t give a teammate access. Only an @mention from the Owner or an Admin gives access. Ask one of them to add the teammate.
  • A member can see a project I didn’t add them to. Check the Owner and the Admins. Also, previous Owners and people with an assigned task or checklist are on Members.
  • Someone still can’t see every project after I turned the setting off. They have the Limited role. Change them to Standard if they need every project. See Members and roles.
  • I don’t see the switch. Only Admins can change it.
For further assistance, contact XBuild Support at support@x.build.