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External Users

View the subcontractors and contractors invited to access specific projects.

External Users

View the subcontractors and contractors invited to access specific projects.

Who this is for

Builders, estimators, and subcontractors. This module is where you track which external people have access to which projects on the platform.

What this module is for

External Users shows all the subcontractors, contractors, and other external parties you've invited to access your Core Estimator projects. When you invite someone through the Invitations module, they appear here in a read-only list. You can see who has access to what, review their associated company, and remove their access if needed.

Things worth knowing upfront

  • External users are created through the Invitations module, not here. This is a view-only list.

  • You can delete external users from this screen, but you cannot edit their details or change which projects they see. Deletions cannot be undone.

  • This module sits under the Contacts section, alongside regular Contacts and Companies.

  • No new external user button is available here because all invitations happen via the Invitations workflow.

How to get there

  1. From the top navigation, click Contacts.

  2. In the left panel, click External Users.

Contacts > External Users

What you'll see

The External Users screen shows a single list view with all external users invited to your account. The list has four columns:

Column

What it shows

Contact

The name of the external user.

Company

The company name associated with the external user (if any).

Project Access

Indicates which projects this external user can see.

Actions

A delete button for removing the external user's access.

There is no "New External User" button on this screen. To invite someone as an external user, use the Invitations module.

Step-by-step: remove an external user

To delete an external user and revoke their access:

  1. Find the external user in the list.

  2. In the Actions column at the end of their row, click the delete icon (trash bin).

  3. Confirm the deletion when prompted.

Cannot be undone. Once you delete an external user, their access is revoked immediately. If they need access again, you'll need to re-invite them through the Invitations module.

Worked example

You invited three external users to your 'Riverside Commercial Build' project:

  • Marcus Yeo from Steelwork Solutions (structural engineer)

  • Sarah Chen from GreenTech Electrical (electrical subcontractor)

  • David Park from Design Associates (architectural consultant)

All three now appear in your External Users list. Each row shows their name, company, and which projects they can access. After the structural review is complete, you decide Marcus no longer needs access. You click the delete icon next to his name and confirm. Marcus's account is removed and he can no longer view the Riverside project on Core Estimator.

Tips

  • Bulk deletion: If you need to remove multiple external users at once, you'll delete them one row at a time. There is no bulk delete option.

  • Check project scope before deleting: Before removing an external user, confirm they no longer need access to any active projects. Once deleted, they lose all access.

  • Re-invite if needed: If someone was accidentally deleted, use the Invitations module to send them a fresh invite. They'll need to accept the new invitation.

Troubleshooting

Symptom

Cause

Fix

I invited someone but they don't appear in the External Users list

Invited users only appear after they have accepted the invitation and created their account.

Go to the Invitations module to check the status. If it's still pending, the person hasn't accepted yet.

I can't edit an external user's project access

External Users is a view-only module. Project access is set when you send the invitation and cannot be changed here.

Delete the user from this list and send a new invitation with the correct project scope.

The delete icon for a user appears inactive

You may not have permission to delete users, or there is a temporary sync issue.

Refresh the page and try again. If the issue persists, check your account permissions in Setup.

I deleted a user but they can still see the project

The deletion request may not have processed due to a network issue or session timeout.

Refresh the page and verify the user no longer appears in the list. If they still have access, contact support.

I see an external user I don't recognise

Someone on your team may have invited them, or it's a legacy invitation from an earlier project.

Check the Invitations module to see who sent the invitation and when. If you don't want them to have access, delete them from this list.

Related articles

  • Invitations — where you send project invitations to external users, subcontractors, and contractors

  • Contacts — your main contact directory for clients, suppliers, and employees

  • Projects — where you manage access and sharing settings for individual projects

Still stuck?

Get in touch through the chat bubble in the bottom right of Core Estimator and we'll give you a hand.

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