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7 Minute Read

Understanding user groups and access in Capsa

A simple guide to choosing the right access for everyone on your project.

User groups in Capsa define what each person can see and do within a project. They’re designed to reflect how real construction projects work, keeping access clear, controlled and appropriate.

Rather than giving everyone the same permissions, user groups help you match access to responsibility. This reduces risk, avoids confusion, and makes projects easier to manage as teams grow.

A simple principle: give the least access needed

When adding users, it’s best to give people the minimum access they need to do their job properly.

For most projects:

  • Creator and Viewer will be the most commonly used roles
  • Higher-level roles should be limited to those actively managing the project

If someone needs to upload or create information, Creator is usually the right choice.
If they only need to see information, Viewer or Partner is often more appropriate.

User roles can be changed at any time, and access updates immediately.

Choosing the right access for clients

Client access deserves a bit of thought.

In most cases, clients should be added as Partners. This ensures they only have access to current information and avoids exposing project history, reporting or wider usage data.

Some clients may need broader visibility. For example, if a client needs to track changes over time or review version history, Viewer access may be more suitable.

As a rule of thumb:

  • Partner is best for controlled, current-state access
  • Viewer suits ongoing visibility across the project

Occasional users and limited involvement

If someone only needs access occasionally, or just needs to view the latest information, Partner is usually the safest option.

This gives you tight control over what they can see and interact with, without exposing unnecessary project detail.

Higher-level roles: use with care

Roles such as Controller and Lead are designed for users who are actively managing the project.

These roles provide access to areas such as:

  • Project reporting
  • User activity and history
  • Broader visibility across the project

They should only be assigned to people who genuinely need to oversee delivery, manage teams or monitor performance. For most contributors and stakeholders, these roles won’t be required.

User groups explained

The following section summarises each user group and when it should be used.

Owner

Summary

The Owner is responsible for the project subscription and overall project administration.

Access overview

Full access to all project areas, including user management, project settings and billing.

Best for

The person or business accountable for the project and its subscription.

Typical use

There is only one Owner per project. This role is usually held by the person who set the project up or manages the subscription. Ownership can be transferred to another user at any point during the project.

Controller

Summary

The Controller is the main administrative role for the project, responsible for managing how the project is set up and run day to day.

Access overview

Access to nearly all areas of the project, including users, documents and settings. Controllers cannot access billing, change the project subscription or transfer ownership, but can manage almost everything else.

Best for

Key team members responsible for project administration, compliance and good practice. This role is often held by someone different to the Owner.

Typical use

Commonly used for project managers, organisation admin teams or operations leads overseeing delivery of the project.

Lead

Summary

The Lead role is for users who need to view, create and edit documents, report on project data, and manage users within a specific project.

Access overview

Can access and manage project documents, view project reporting, and create or manage users on the project. Leads do not have higher-level controls or access to project settings.

Best for

Senior team members responsible for leading project delivery and coordinating the wider team.

Typical use

Commonly the project manager or lead consultant. This role suits those who need to monitor project performance and progress without controlling project settings.

Creator

Summary

The Creator role is focused on managing project content, not project settings.

Access overview

Can create, upload, edit and manage documents and key project items. Creators do not have access to project reporting, user management or project settings.

Best for

One of the most common roles, alongside Viewer. Ideal for anyone who needs to actively create and upload project content.

Typical use

Architects, engineers, consultants or suppliers contributing drawings, reports or other project information.

Viewer

Summary

The Viewer role is for users who need ongoing access to project information, but do not need to add, edit or manage anything.

Access overview

Read-only access to project content that has been shared with them.

Best for

For most users, this should be the default option. Designed for people who need visibility without responsibility for managing project information.

Typical use

Commonly used for clients, stakeholders and team members who need to stay informed throughout the project. If a client only needs limited access to current information, the Partner role may be more appropriate.

Partner

Summary

The Partner role is for users who need limited, controlled access to current project information only.

Access overview

Restricted, view-only access to current information. Partners have limited feature access and cannot see project history, reporting or usage data.

Best for

External parties or clients who need tightly controlled access.

Typical use

Used for clients, consultants or third parties who only need access to specific, up-to-date information. For clients who require broader, ongoing visibility, the Viewer role is usually a better fit.

Need a detailed permissions breakdown?

This guide is intended to help you choose the right role quickly and confidently.

If you need a full, feature-by-feature breakdown of what each user group can see and do, you can download our detailed permissions guide, which lists access across all project areas.

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