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Invite users and assign permissions (roles, projects, disciplines)

Here’s how to invite users, assign roles/projects/disciplines, and block or delete accounts – including bulk import via Excel.

1) Where can I find user management?

Open Administration and select Users. Here you can see all users and manage invitations as well as permissions.

Under the Users section, all project participants (users) with access to the platform are stored. Each user receives an invitation by email with which they can create an individual password. Different user rights can be assigned to each user.

2)Create a new user (invitation)

  1. Click on New User.

  2. Optionally activate Send invitation by email if the user should receive an invitation directly.

  3. Fill in the most important fields:

  • E-mail (for login/notifications)

  • Display name

  • Company

  • Role (controls functional rights)

  • Projects (for which projects access applies)

  • Disciplines (Read/Edit/Visibility)

  • Tags (optional)

  • Allow issue assignment (if the user should be able to take on issues)

      4. Save the user.

Note: If the document function is active, folder permissions may also need to be set separately (independent of user creation).

3) Edit an existing user

Open the user and adjust the role, projects, disciplines, or other settings as needed.

4) Lock or delete a user

  • Lock: Use the lock function to temporarily deactivate access (e.g., in case of absence or a security incident).

  • Delete: Use the delete function (trash icon) to permanently remove a user.

Tip: Locking is usually preferable when access will be needed again later.

5) Roles & role permissions (who is allowed to do what?)

The role controls which areas are visible and what a user is allowed to edit or manage. In big there are (by default) the following roles:

KQ Admin

For system/tenant administration (typically internal or for the "main admin").

  • Administration & coordination

  • Manage users

  • View & edit all values

  • View & manage views

  • Protect attributes

  • Update & edit evaluations

  • Manage library, manage clashes

  • Import & export data

  • Manage disciplines

  • Upload/link documents, manage document sets & document groups

  • Manage dropdowns

  • View & edit elements

BIM Admin

For project/BIM administration at the customer (usually the "main role" for the project).

  • By default, practically identical to KQ Admin (full functional scope as above)

BIM Coordinator

For super users / coordinators who steer and coordinate content but do not administer everything.

  • View & manage views

  • Update evaluation

  • Manage library, manage clashes

  • Export data

  • Upload/link documents

  • Manage document sets & document groups
    (no user management, no data import, no discipline/dropdown management, no "edit all values" by default)
     

BIM User

For regular users who use content.

  • View views
    (no administration/edit rights by default)

Read Only User

For pure reading/review (e.g., client/stakeholders).

  • View views

  • Export data
    (no administration/edit rights by default)

Tip for choosing a role

  • BIM Admin: 1–2 people per project (administration, setup, permissions, data maintenance)

  • BIM Coordinator: discipline coordinators (clashes, library, updating evaluations, maintaining document structure/groups)

  • BIM User: project team that primarily consumes/checks

  • Read Only User: stakeholders who only need to look up information and possibly export it

6) Discipline permissions (Read / Edit / Visibility)

Discipline permissions control which users may view or edit model information and attributes of a particular discipline.
These settings apply to the data in the big® database, for example the information in a component's detail sheet.

The permissions are shown in a matrix and defined per role and discipline.

Meaning of the permissions

The matrix distinguishes three states:

  • O – Owner

    Users have read and write rights.

    Attributes of the respective discipline can be viewed and edited.

  • R – Reader

    Users have read-only rights.

    Attributes can be viewed but not changed.

  • – (no right)

    Users have no permission for this discipline.

    The attributes of this discipline are not visible to the user.

     

What does this matrix control?

The discipline permissions control in particular:

  • which attributes are visible in the detail sheet

  • which model information may be edited

  • which discipline data a user may read or change

These settings apply exclusively to data within the big platform.

Note:
These permissions have no connection to documents or folder permissions.
Access rights to documents are managed separately in the documents area.

Practical example

A user from the Architecture discipline could receive the following rights:

Meaning:

  • O (Owner) → Read and edit allowed

  • R (Reader) → Read only allowed

  • – → No visibility

This means:

  • Architecture attributes can be edited

  • Attributes of other disciplines can be viewed but not changed

However, if the user is also given O rights in another discipline (e.g., Structural Engineering), that user can also edit the attributes of that discipline.

New disciplines

When new disciplines are created in the project, they are not visible to regular users by default.

Exceptions are:

  • KQ Admin

  • BIM Admin

In the permissions matrix, this state is shown with a minus symbol (–).

For users to gain access to the new discipline, the rights must be set manually or defined via default rights.

Typical rights assignment in projects (best practice)

Many projects use the following structure:

Role Own Discipline   Other Disciplines
Architecture O R
Building Services (TGA) O R
Structural Engineering O R
Site Management R R
BIM Coordination O O
BIM Admin O O

Explanation

Specialist planners

  • edit their own discipline

  • see the information of other disciplines

Site management

  • usually only needs read rights

  • uses the data for coordination

BIM Coordination

  • often needs edit rights for all disciplines

  • e.g., for:

  • Attribute corrections

  • Classification

  • Coordination attributes

BIM Admin

  • has full rights

Note for administrators

When new disciplines are created in the project, they are initially not visible to regular users.

Automatically visible only for:

  • KQ Admin

  • BIM Admin

The rights must then be set in the discipline matrix so that users can:

  • read (R) or

  • edit (O) the new discipline.

7) Invite users in bulk (Excel import)

Use the Excel import to create multiple users efficiently.

Process:

  1. Download the Excel template (from user management).

Fill in the file.

Start the import, upload the Excel file, and review it.

Set central values in the import dialog (e.g., language, role, company, project).

Complete the import.

Important: Bulk import is especially useful when users are to receive the same role and the same projects.
Note on documents: Folder permissions are not automatically set by this and must be maintained separately afterward.

8) Frequently Asked Questions (FAQ)

I don't see "Users" in administration.
→ You are missing the necessary rights (role BIM Administrator or higher).

A user cannot take on issues.
→ Check whether Allow issue assignment is active and whether the role permits it.

A user cannot see the content of a discipline.
→ Check the discipline permissions (visibility/read/edit).