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How people are organized

XBuild organizes people on two levels. Your company roster is everyone who can sign in on your plan, and it sets each person’s role. Each Location team is the subset of members who can work in that Location’s projects, packages, proposals, and connectors. Adding someone to a Location gives an existing member access; inviting a new email creates an account. Company members are managed in Settings → Members, and Location teams in Settings → Team. You must be an Administrator to invite, change roles, or remove members.

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The three roles

A role applies across the whole company. Access is still scoped by the Locations and projects a person belongs to. Admin and Standard members can use estimating, proposals, projects, and, where enabled, Rex. Admins also manage billing, the roster, company settings, and connectors. Limited members see only the projects they’ve been added to as Members. They can:
  • upload photos and files, run checklists, and comment
  • complete tasks assigned to them
  • view Construction read-only and their own Calendar read-only
They can’t open the Estimator, Financials, Activity, or Rex; create or own projects; change a project’s status; manage company settings; grant project access; or create public share links. Limited members never see prices or money. Project amounts, work order and material order costs, change order prices, proposals, contracts, and invoices are hidden from them.

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Project access and sharing

Who can add people to a project depends on the company’s Limited project access setting. With it on, only the project Owner or an Admin can grant access. With it off, Standard members can also add project members. Limited members never grant access. Public album and checklist share links are created by the project Owner or an Admin. When the Owner or an Admin assigns a task or checklist to someone who can’t open the project, that person is added to the project’s Members.

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Invite people

  1. Open Settings → Members and click Invite.
  2. Enter one or more email addresses, separated by commas.
  3. Pick a Role: Admin, Standard, or Limited.
  4. In Add to location, pick at least one Location.
  5. Click Send invites.
Invitees appear with status Invited. When they open the email link and enter their name and password, they become Active in the assigned Locations. If the email already has an XBuild account in another company, XBuild adds them directly and sends a notice. Inviting the same email again refreshes the existing invite with the latest role and Locations. Pending Admin and Standard invites reserve a seat; Limited invites don’t. The Members page header shows how many seats are used and how many Limited users you have. If you’re at your limit, add a seat or see Seats and Limited users. To resend, open the ⋯ menu on the Invited row and click Resend invite.

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Add existing members to a Location

  1. Switch to the Location and open Settings → Team.
  2. Click Add member and pick from the searchable list. Checked members are already on the team; unchecking removes them.
Pending invitees appear grayed out until they accept. Invite people… at the bottom of the list opens the company invite modal. Adding an existing member never creates an account or uses another seat.

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Change a role

Open Settings → Members, choose ⋯ → Change role, pick a role, and click Save. The change applies in every Location on the member’s next request. Moving someone from Limited to Admin or Standard needs an available seat. XBuild always keeps at least one Admin, so promote someone else before demoting the last one. Limited members can’t own projects. If you change someone who owns projects to Limited, the Reassign [name]‘s projects dialog opens first. Pick a new Owner for each project, or click Reassign all to me, then click Reassign and change role. The person stays on each project as a Member.

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Remove a member

  • Remove from Team in Settings → Team takes someone off one Location. Their account stays active.
  • Remove from XBuild in Settings → Members revokes company access and removes them from every Location team. Their files and data stay available to you, and the row remains with status Removed. On an Invited row, this cancels the invite.
You can re-invite a removed member later, and their original profile returns.

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Troubleshooting

  • I don’t see Members in Settings. Member management is Admin-only.
  • An invitee isn’t on the Location team yet. They join Location teams after accepting.
  • The invite link expired. Use Resend invite.
  • Someone needs different access in different Locations. Roles are company-wide. Control access through which Locations and projects they belong to.
  • A Limited member can’t see a project. Add them to the project, or ask the Owner or an Admin if the project uses a limited access policy.
  • A teammate doesn’t see Rex. Limited members don’t get Rex. For Admin and Standard members, see Rex permissions.
For further assistance, contact XBuild Support at support@x.build.