By: Meredith Kinsey
COO | Digital Site Box
Setting up user permissions correctly helps protect your project information and prevents avoidable issues later. Before inviting users, take a moment to decide who truly needs full control of the platform and who simply needs access to contribute or view documents.
Admins
Admins have full control of the platform. They can upload, download, delete files, annotate plans, archive projects, and add or manage users. Admins automatically have access to all projects, and it is strongly recommended to leave that access in place. Limiting an Admin to specific projects means they will not see future projects unless those are manually assigned, which can create unnecessary administrative work and confusion.
Managers
Managers are contributors. They can upload and download files, helping keep documentation current, but they cannot delete content or manage users. This permission level supports accountability while reducing the risk of important files being removed.
Read-Only
Users who are not granted additional permissions default to Read-Only Users. This is often the right choice for subcontractors or other onsite partners who need quick visibility into a specific project’s documents without the ability to change them. Scanning the QR code allows them to access the information they need onsite while keeping your files protected.
Best practices for managing user access
- Keep Admin access limited to team members responsible for oversight and platform management.
- Leave Admins assigned to all projects to prevent access issues as new projects are created.
- Assign Manager permissions to team members who regularly upload documentation but should not delete files or manage users.
- Use Read-Only access for subcontractors and field partners who only need to view documents.
- Grant permissions early so teams can begin using Digital Site Box without delays.
- Review user access periodically to ensure permissions still align with roles and responsibilities.
For a step-by-step walkthrough on adding and managing users, watch this How To Manage Users video.