Having the appropriate user settings is key to ensuring that your team members have the right level of visibility into projects conducted across the organization.
🚀 Step-by-Step: Add a New User
Step 1: Go to User Management
Click on your profile in the bottom-left corner and select Admin Settings. Then navigate to the User Management tab.
Step 2: Invite a New User
Click Invite new user and enter the following details:
Name
Email address
User role (Standard User, Cross-project Viewer, or Admin)
Preferred language
⚠️ Important: For security reasons, only users with pre-defined email domains can be invited. If you need to add new domains, contact our support team at support@archlet.ch.
Step 3: User Receives Invitation
The invited user will receive an email with instructions to:
Set their password (if SSO is not enabled)
Access the Archlet platform
💡 Tip: Need to resend an invitation? Click Resend invite next to the user's name.
🔐 If Single Sign-On (SSO) is enabled for your Archlet workspace, users will only receive login instructions. SSO access depends on your internal IT configuration.
Step 4: Edit Existing Users
You can update a user’s name, role, or language at any time. Simply click Edit user next to their name.
🧩 Understanding User Roles in Archlet
Each user in Archlet is assigned one of three roles. This role determines their level of project access and administrative privileges.
Permission | User | Cross-Project Viewer | Admin |
Overview | Most basic role with controlled project access & no admin privileges | Role with full project visibility but controlled edit access & no admin privileges | Role with full project visibility, editing rights, & full administrative privileges |
Event Creation | ✅ Full Access | ✅ Full Access | ✅ Full Access |
Event Editing | ⚠️ Own events or those invited to as editor | ⚠️ Own events or those invited to as editor | ✅ Full Access |
Event Visibility | ⚠️ Own events or those invited to as editor/viewer | ✅ Full Access | ✅ Full Access |
Access to standard bid sheet templates | ⚠️ Own events or those invited to as editor/viewer | ✅ Full Access | ✅ Full Access |
Access to previous project bid sheets & questionnaires | ✅ Full Access | ✅ Full Access | ✅ Full Access |
Add users / change roles | ❌ No Access | ❌ No Access | ✅ Full Access |
Bid sheet template creation | ❌ No Access | ❌ No Access | ✅ Full Access |
Permission Setting Applications & Best Practices
Please first define your internal policy for access to projects in Archlet. Depending on the policy you'll choose, your Customer Success Manager can help you set the new roles for anyone with an Archlet account for you.
Here are a few common strategies:
✅ Strategy 1: All Users See All Projects
How-to: Set all users to Cross-project Viewer
💡 Benefit: Fast learning and knowledge sharing as all users can see all projects of their colleagues, copy them or use any bid sheet or questionnaire from a past project as inspiration or template.
⚠️Warning: This set-up is not suitable for large organizations or where there are data privacy concerns as this may overwhelm users or result in oversharing of information.
🔐 Strategy 2: Controlled Visibility & Project Access
How-to: Set most users to as "User" and limit cross-project viewer to a select few users.
💡 Benefit: Maintain privacy and control over sensitive projects and ensure a simplified project dashboard as users will only see projects they created or were explicitly added to.
⚠️Warning: This can hinder project visibility and ability for users to reference information from past projects as they can only se projects they created or were explicitly added to.
❌ Removing Users
Currently, you will need to reach out to Archlet support at support@archlet.ch to de-activate the access of your colleagues to the platform.
Adding & Managing Users Best Practices
Select 2-3 admins to ensure redundancy when admin specific responsibilities are needed. At least one of these should be the product owner.
Option 1: For smaller organizations and for those that do not have concerns of all users seeing all projects, set most if not all users to be a cross-project viewers.
Option 2: For larger organizations or where those that there are data privacy concerns, set most if not all users to be a a basic viewer and grant only a select few to "cross-project viewer".