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Working with Your Members and Roles

This article explains how XBuild handles people: who can sign in to your company, what they’re allowed to do, and which Locations they have access to. It covers inviting new people, adding existing members to a Location, changing someone’s role, and removing access — at the Location level or for the whole company. You must be logged into XBuild as an Administrator to invite, manage, or remove members. Member management lives in Settings → Members at the company level, and Settings → Team at the Location level.

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Why members and roles work this way

XBuild organizes people on two levels — your company (everyone on your plan) and each Location (the subset of those people who work at that office or branch). This split matters because most multi-location contractors have a few people who work everywhere (admins, owners, estimators who cover several offices) and a lot of people who work at one specific Location.

• Company members are everyone with an XBuild account on your plan. This is your roster — it determines billing, who can sign in, and what role they hold across the whole company.
• Location teams are the subset of company members who can see and work in a given Location’s projects, packages, proposals, and connectors.

Adding someone to a Location doesn’t create a new account — it just gives an existing company member access to that Location’s workspace. Inviting a brand-new person is what creates an account.

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1. Understand the Two Roles

XBuild has two roles. A member keeps the same role across every Location they’re added to — roles are set at the company level, not per-Location.

• Admin — Full administrative access. Admins can manage billing, members, company settings, connectors, and can delete projects. Best for owners, office managers, and anyone you’d trust with the company credit card or the team roster.
• Member — Full access to projects and reports, with limited permissions for company settings. Best for estimators, sales reps, and field staff who need to build proposals and run jobs but don’t need to manage billing or invite people.

Both roles can fully use XBuild’s day-to-day estimating, proposal, and project features. The Admin role is the one that controls the system around the work — money, people, and integrations. If you need to know who has the Admin role, open Settings → Members and sort the Role column.

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2. Invite People to Your Company

Inviting brings a new person onto your XBuild plan. The invitee gets an email, sets up their own name and password, and then they’re an active member ready to log in.

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Open the Invite Modal

1. Open Settings and click Members.
2. Click Invite in the top right of the Members page.

The Invite your team to XBuild modal opens.

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Fill in the Invite

1. Email. Type one or more email addresses, separated by commas. The field shows each address as a chip you can remove with the ×. Invites are case-insensitive and the address is normalized before sending.
2. Role. Pick Member or Admin. The role applies to every Location the person can access — you can’t make someone an Admin at one Location and a Member at another.
3. Add to location. Pick one or more Locations to pre-assign the invitee to (at least one is required). When the invitee accepts, they’ll land in those Locations’ teams automatically.
4. Click Send invites.

Each email gets a pending invite. Invitees show up immediately in the Members tab with status Invited — email only, with a ”—” for the name (their name fills in when they accept).

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When the Invitee Accepts

The invitation email contains a unique link to the acceptance page.

1. The invitee opens the link.
2. They enter their First name, Last name, and Password — and optionally a Phone number.
3. They click to accept. Their status flips to Active, the profile fills in across XBuild, and the Locations you pre-assigned activate together.

If the email you invite already has an active XBuild account in another company, there’s no acceptance step — XBuild adds them directly to your company and the Locations you assigned, and they get a heads-up email. The invite modal tells you when this happens. If you accidentally invite the same email twice, XBuild refreshes the existing invite (extends the expiry, applies the latest role and Locations) instead of creating a duplicate.

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Resend a Pending Invite

If an invitee says they didn’t get the email or the link expired, you can resend the same invite.

1. Open Settings → Members.
2. Find the Invited row for that email and click the ⋯ menu on the right.
3. Click Resend invite.

XBuild re-sends the same link to the same address.

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3. Add Existing Members to a Location Team

Once someone is on your company plan, you can add them to any Location’s team. This is how you give an existing member access to a new office — no new invite, no new account.

1. Open Settings → Team for the Location you want to add to. The Location switcher at the top of the Settings nav is how you pick which Location’s team you’re managing.
2. Click Add member in the top right.
3. A searchable dropdown appears with every company member. Members already on this Location’s team are checked; members not yet on the team are unchecked.
4. (Optional) Type in the search box to filter by name or email.
5. Click any unchecked member to add them to this Location’s team. The checkbox fills and the member appears in the team roster immediately.

To bring in a brand-new person from this dropdown, click Invite people… at the bottom of the list — that opens the same company-level invite modal from Section 2. Pending invitees (people who haven’t accepted yet) appear in the dropdown grayed out with an Invited label. They can be added to a Location team once they accept. Adding an existing member to a Location doesn’t create a new account or send an invite — it just opens up that Location’s workspace to someone who’s already on your company.

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4. Change a Member’s Role

A member’s role applies across every Location they can access, so changing it from one place changes it everywhere.

1. Open Settings → Members.
2. Find the member’s row and click the ⋯ menu on the right.
3. Click Change role.
4. Pick Admin or Member. Each option shows what that role can do.
5. Click Save.

The role updates immediately. The member doesn’t have to sign out and back in — their permissions take effect on the next request. XBuild keeps at least one Admin at all times. If you try to demote the only Admin in your company, you’ll get a “promote someone else to Admin first” error — promote another member first, then come back to demote yourself.

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5. Remove a Member

Removal comes in two flavors, and the difference matters:

• Remove from a Location team — takes the member off that one Location’s roster. Their company account stays active. They can still sign in to other Locations they’re a member of.
• Remove from XBuild (company) — revokes the member’s access to your company entirely. They keep any accounts they have in other XBuild companies untouched.

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Remove From a Location Team

1. Open Settings → Team for the Location.
2. Click the ⋯ menu on the member’s row.
3. Click Remove from Team.
4. Confirm in the dialog: “Remove [member name] from this Team? This will remove them from the Team, but their member account will remain active.”

You can also unselect a member from the Add member dropdown to remove them from the Location team.

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Remove From the Company

1. Open Settings → Members.
2. Click the ⋯ menu on the member’s row.
3. Click Remove from XBuild.
4. Confirm in the dialog: “Remove [name] from [company]? This will revoke their access to [company]. Their files and data will still be accessible to you.”

Removing from the company also removes the member from every Location team they were on — you don’t have to clean those up separately. For a pending Invited member, Remove from XBuild is also how you cancel the invite. It invalidates the invite link and removes the row from your roster. There is no separate “Cancel invite” action. XBuild won’t let you remove the last Admin in the company. Promote another member to Admin first. A removed member’s row stays in the Members tab with status Removed (grayed out). This lets you keep a record of past members — for example, when checking who created an old project. You can re-invite a removed member at any time; on rejoin, their original profile data comes back.

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6. Troubleshooting Common Issues

• I don’t see the Members link in Settings. Member management is admin-only. If you’re a Member, ask an Admin in your company to make the change — or to promote you to Admin if you need ongoing access.
• I invited someone but they’re not in the Team for the Location I assigned them to. The invitee shows up in the company-level Members tab right away, but they don’t appear in a Location’s Team roster until they accept the invite and activate. Until then, they’re an Invited row at the company level only.
• My invitee says the link expired. Open Settings → Members, find the Invited row, and click the ⋯ menu → Resend invite. That refreshes the link and re-sends the email.
• I want to cancel a pending invite. Use Remove from XBuild on the Invited row’s ⋯ menu. That invalidates the link and removes the row from your roster.
• I can’t change my own role from Admin to Member. XBuild requires at least one Admin in every company. Promote another member to Admin first, then come back to change your own role.
• The Admin role can do too much for someone who only needs to estimate. Use the Member role instead. Members have full access to projects, estimates, and proposals — they just can’t touch billing, members, or company-wide settings.
• A member needs different permissions in different Locations. XBuild applies a single role per member across every Location they’re in. If you need finer-grained control (for example, an Admin at headquarters but a Member at a branch), the workaround today is to use the Member role and limit which Locations they’re added to.
• I want to keep a former employee’s account around to preserve their work but block their access. Use Remove from XBuild in the Members tab. Their row stays in the roster with status Removed, their projects and proposals are preserved — but they can no longer sign in to your company.

For further assistance, contact XBuild Support at support@x.build.