Users and roles

As an office administrator you decide who has access to the office and with which role. Roles determine what someone may do in the application; you set the dataroom-specific permissions per dataroom afterwards.

Inviting a colleague

1. Open Office administration → Users.
2. Choose Invite colleague (or Bulk invite for several addresses at once).
3. Enter the email address and the name and choose the role.
4. Choose Invite.

The colleague receives an email and sets a password and a second factor the first time they log in. Until then they are listed as Invited.

The roles

Role	For
Office administrator	Full access to office administration, users, branding, storage and integrations
Lawyer	Works in datarooms: documents, permissions, requests
Legal assistant	Assists with documents and requests, without office administration
Secretarial assistant	Content and invitations, without administration of the office
Finance administration	Sees subscription and usage
Compliance	Sees audit trail, retention and reports; can view integrations
Adviser / Back office	Sector-specific roles for mortgage and financial offices

A role is a starting point: in the dataroom itself the permissions matrix determines what someone may do per folder.

Status of a user

Status	Meaning
Active	Can log in
Invited	Has not completed the invitation yet
Expired	The invitation has expired; invite again
Blocked	Access has been withdrawn or blocked

In the list you also see the last login. A colleague who has not logged in for a long time often has an outdated invitation — invite them again instead of creating a new account.

Changing a role or withdrawing access

Choose More actions next to the user:

• Change role — applies immediately.
• Withdraw access — the user can no longer log in; current sessions expire.
• Invite again — sends a new invitation email.

You cannot lower your own role if you are the last administrator: the system prevents an office from being left without an administrator.

Second factor

The office can require a second factor. When it is on, nobody — an administrator included — can log in with a password alone. New users set up their second factor at their first login.

Do not settle for shared accounts

A shared account makes the audit trail worthless: you can no longer show who viewed or downloaded a document. Create one account per person.

Exporting

Choose Export as CSV for an overview of users, roles, statuses and last login. Use it for example for an office audit or when cleaning up outdated accounts.