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Inviting Collaborators

Collaboration is at the heart of AtomicQMS. Learn how to invite team members and manage access to your quality documents.

Types of Collaboration​

Organization Members​

  • Have access to organization resources
  • Can be added to multiple projects
  • Managed at organization level

Project Collaborators​

  • Invited to specific projects
  • Don't need to be organization members
  • Great for external collaborators

Inviting to Organization​

Add Organization Members​

  1. Go to your organization page
  2. Click "People" or "Members" tab
  3. Click "Invite member"
  4. Enter their email address
  5. Select their role:
    • Owner - Full organization access
    • Member - Standard access
  6. Click "Send invitation"

The person will receive an email with an invitation link. They'll need to:

  1. Click the invitation link
  2. Sign in or create an AtomicQMS account
  3. Accept the invitation

Inviting to Projects​

Add Project Collaborators​

  1. Open the project
  2. Click "Settings"
  3. Click "Collaborators" or "Manage access"
  4. Click "Add people"
  5. Search for or enter their email
  6. Select permission level
  7. Click "Add collaborator"

Permission Levels​

Read

  • View documents
  • See version history
  • Download files
  • Cannot make changes

Write

  • Everything in Read, plus:
  • Create and edit documents
  • Upload files
  • Comment on changes

Admin

  • Everything in Write, plus:
  • Manage collaborators
  • Change project settings
  • Delete project

Managing Access​

Change Permissions​

  1. Go to project settings → Collaborators
  2. Find the person
  3. Click their current permission level
  4. Select new level
  5. Changes take effect immediately

Remove Access​

  1. Go to project settings → Collaborators
  2. Find the person
  3. Click "Remove" or the X icon
  4. Confirm removal

Teams and Access​

Using Teams for Access Control​

Instead of adding individuals, assign team access:

  1. Create teams in your organization (e.g., "Lab Techs", "PIs")
  2. Add members to teams
  3. Grant team access to projects
  4. Everyone in the team gets that access level

Benefits:

  • Easier to manage large groups
  • Consistent permissions
  • Onboard new members faster
  • Clear access structure

Example Team Structure​

Smith Lab Organization
├── Principal Investigators (Admin access)
│   ├── Dr. Smith
│   └── Dr. Johnson
├── Lab Technicians (Write access)
│   ├── Alice
│   ├── Bob
│   └── Charlie
└── Collaborators (Read access)
    ├── External Partner 1
    └── External Partner 2

External Collaborators​

Working with People Outside Your Organization​

External collaborators might include:

  • Collaborating researchers
  • Regulatory consultants
  • Quality assurance auditors
  • Equipment vendors

Best practices:

  • Use Read access by default
  • Create dedicated projects for external collaboration
  • Remove access when collaboration ends
  • Document who has access and why

Guest Access (Coming Soon)​

Future feature will allow:

  • Time-limited access
  • View-only links
  • Anonymous review links

Notifications​

What Collaborators Are Notified About​

When you invite someone, they'll be notified about:

  • Invitation to join
  • Changes to their permissions
  • Removal from project

Once they're collaborators, they can choose to be notified about:

  • Document changes
  • Comments and discussions
  • Approval requests
  • Issues and tasks

Managing Notification Preferences​

Collaborators can control their notifications in their account settings:

  1. Click profile icon
  2. Select "Settings"
  3. Click "Notifications"
  4. Choose notification preferences

Access Audit​

Reviewing Who Has Access​

Regularly review project access:

  1. Go to project settings
  2. Review collaborator list
  3. Check permission levels
  4. Remove inactive collaborators
  5. Document access decisions

Recommended frequency:

  • Monthly for sensitive documents
  • Quarterly for standard SOPs
  • When team members change roles

Collaboration Workflows​

Protocol Development​

  1. PI creates project - Admin access
  2. Adds lab manager - Write access
  3. Invites technicians - Write access
  4. Shares with quality team - Read access
  5. Everyone collaborates on protocol development

External Review​

  1. Create review project
  2. Upload draft documents
  3. Invite external reviewer - Read access
  4. Reviewer leaves comments
  5. Team addresses comments
  6. Remove reviewer access when done

Audit Preparation​

  1. Create audit documentation project
  2. Grant auditor Read access
  3. Share specific SOPs and records
  4. Auditor reviews documents
  5. Track all auditor activity in audit log

Best Practices​

  1. Principle of least privilege - Give minimum access needed
  2. Regular reviews - Audit access quarterly
  3. Use teams - Group permissions when possible
  4. Document access - Keep record of who has access and why
  5. Remove promptly - Remove access when no longer needed
  6. External is different - Extra care with external collaborators
  7. Train collaborators - Ensure everyone understands their role

Access Control Checklist​

Before granting access, ask:

  • Does this person need access?
  • What level of access do they need?
  • Should this be permanent or temporary?
  • Are they internal or external?
  • What documents can they access?
  • Do I need to document this decision?
  • When should I review this access?

Troubleshooting​

Collaborator Didn't Receive Invitation​

  1. Check their email address is correct
  2. Ask them to check spam folder
  3. Resend the invitation
  4. Contact support if problem persists

Can't Add Collaborator​

  • You need Admin access to add collaborators
  • Contact project owner or organization admin
  • External users need to create an account first

Access Not Working as Expected​

  1. Check permission level
  2. Verify collaborator accepted invitation
  3. Check team memberships
  4. Review project settings

Need Help?​

Contact [email protected] for help with access management.