FAQs Project Team Members

Q. What are the different roles in Rform.

A. There are 4 main roles in an Rform Project team:

1. Primary Consultant - Prime consultant manages the project. Commonly this is the architect or contract administrator. The prime consultant can create, edit, issue and recommend Proposed Change Order, Supplemental Instructions, and Certificate for Payment Forms. 
2. Owner - The owner is the one responsible for paying the contractor. The owner can approve or disapprove any proposed change order form as well as make comments on any form in the project. 
3. Contractor - The contractor's contact information is automatically included on each site report, enabling them to readily access, review, and comment on reports to stay informed about the project's progress and any issues. 
4. Consultant - The consultant can only read and add comments. This can be anyone from a project engineer (mechanical, civil, structural, etc...) to a representative from an insurance company. 

In addition to the main 4 roles, there is a Stakeholder role as well where this team member can view and comment on areas of the project but can't action any of the forms or processes.

For more information on exactly what each of these roles can and cannot do, check out the Project Team & Roles section of our help site. 

Q: Can multiple people be added to a single role?

A: Yes, there is no limit to the number of people added to each project role.  However, only the person’s name selected as the default will appear on the form title.

**Please note that although you can add more than one contractor, each project is equivalent to one contract. If you have multiple contracts with different Contractors then you should set up a different project for each one.

Q:  How do project team members join a Rform Project and do they have to sign up to rform? 

A:  Project team members do not have to sign up.  In order to be added to a project, the Prime Consultant or Account Managers must invite them or add them to the project via the Project Team area.

New Project Team member can have their contact information added to a contact card, and a password and username is assigned to them that they can change afterwards. When a person is invited to an RForm project, they receive an email with a link back to RForm to log in with the username and password they were set up with.

In the invitation email, there is also a link to a quick start youtube video to help get other project team members up to speed.  If needed RForm Support  can also provide an online webinar to the team if requested at no charge (15min =/-) Once the contact has been added to a project they will appear on all distribution lists for all forms and can be notified similarly.

Q: I have two projects from two separate architects that both use RForm and have two separate links with two separate log ins.  It would be ideal to go to the RForm website and log in under my name and see all projects associated with my name and company and be able to click on the project I’m working on at that moment, then when I’m finished, go to the other project and complete the work required for the second project.

A:  RForm allows for a user to log into different projects using a single log in but care has to be taken that they are logging into the different or specific company URL

1. The "Prime consultant can invite "Add an Existing rform user".  This would allow for the team member to log in with the same credentials to 2 different projects.
2. Alternatively, life could be simplified for the user by using the same password and user name for every account.  Team members can go to their individual contact cards and update passwords. Keep in mind however that different companies RForm accounts will have unique URLs.

Q:  If a project team member leaves the company they are working for can they be removed from a project and no longer have access to forms and other project information. 

A:  If a project team member is removed midway through a project then all of the comments and actions on forms which they were made or related to the team member are still saved on the forms.  The team member is removed from the project by the Prime Consultant clicking "delete" from the Project team tab. Someone deleted from a project, will no longer have access to any project information.  Check also other project teams to ensure they are no longer listed.

Q:  Who has access to archived projects?

A: Only RForm Account Managers have access to archived projects. Account Managers can distribute archived projects via minisites to non-account managers.

Q.How does the Send Invitation Now versus not Send Invitation Later options work?

A. If you click Add to add a contact to one of the roles, and then click 'Send Invitation Later" that contact will appear on your contact role cards with the "Send Invite Now" link beside their name.

However if you click the "Send Invitation Now" button in the process of adding a contact to a role......the contact will receive an invitation email to join RForm and the 'Send Invitation Now' link will no longer be displayed when the contact is displayed.

These options so that the Prime can set up their project team, without notifying their team yet or getting them involved until required. 

Sending the Invitation will get them their username and password setup so they can access your Company.Rform.ca Mini-Site.

You can click the Send Invitation Now link now to remove that status and send them their login details.

Q. How do I remove access to my RForm account and all projects from one of my Contacts?

A.  The best way to remove access to your RForm account and without affecting any documentation is to DISABLE the user from your main CONTACTS area.  Anything that was done by the user will remain in tact and the user will be in your contact cards for future reference if needed.  The Disabled Contact will no longer have access to your company RForm account or projects.