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TruBuild uses three access layers:
  1. Organization roles control account-level administration: members, settings, and project creation.
  2. Project roles control access across a whole tender program.
  3. Package roles control access to a single tender package.
This layering lets you keep commercial and technical evaluation strictly separated (a common probity requirement on owner-led tenders) while still giving procurement managers and owner-side reviewers the visibility they need.

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How access is resolved

When a user opens a package, TruBuild checks membership in this order:
  1. Package membership first. If the user has a package role, that role decides what they see.
  2. Project membership as fallback. If they have no package role, their project role applies.
  3. Organization owners and admins always have full access, regardless of project or package membership.
If none of these apply, the user has no access. They cannot open the project or package, and following a direct link shows We couldn’t find that with the message “This item doesn’t exist, has been removed, or you may not have access to it.”
Because package roles win over project roles, you can give someone broad viewer access at project level and tighten them to Commercial Team or Technical Team on a sensitive package. For example, a QS with Project Viewer plus Commercial Team on one package reads everything across the project, but on that package they work in the commercial area and lose sight of the technical area entirely, because the package role fully replaces the project role there.

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Organization roles

Organization roles are intentionally small and stable. Members only see the projects and packages where they hold a project or package role. If a Member tries to create a project, TruBuild shows “You do not have permission to create projects.”
Feature access is also set at organization level. Modules that can be enabled per organization are Commercial Evaluation, Technical Evaluation, Tender Queries (the Queries area and the Knowledge Hub), Vendor Database, and AI Chat. If a module is not enabled for your organization, its area does not appear.

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Project roles

Use project roles for people who work across every package in a tender program. Only a Project Lead (or an organization owner or admin) can create packages and change project settings. Commercial and Technical Leads work within their evaluation area but cannot create packages; if they open the create page, TruBuild shows Package creation unavailable with the message “You need full access to this project to create a package here.”
Project roles never grant project creation. Creating projects always requires the organization Owner or Admin role, even for a Project Lead.

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Package roles

Package roles are the safest default for large tenders because they scope access to one package.

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Access levels

You assign roles; TruBuild derives an access level from the highest relevant role automatically. The separation is strict in both directions: Commercial access cannot open technical evaluation screens, and Technical access cannot open commercial ones. This matters during live evaluation, where pricing visibility can bias technical scoring and vice versa.

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Assign roles

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Invite people to the organization

1

Open Settings

Click Settings in the sidebar, then open the Members section.
2

Send the invite

Enter the person’s email, choose an organization role (Owner, Admin, or Member), and click Send Invite. Most evaluators and reviewers should be Members.
3

Track and manage invites

Pending invitations show the email, inviter, and role. You can resend or cancel them. Once accepted, the person appears in the members list, where owners and admins can change their role or remove them.

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Grant project and package access

After someone accepts their invitation, give them a role on the projects or packages they support.
1

Open the project or package

Navigate to the project or package from All Projects or the sidebar.
2

Open Members

Click Members in the page header to view and manage who has access. The button appears only when you have sufficient access on that project or package. You can also review project and package members from Settings.
3

Assign the narrowest role that covers the work

A cost consultant reviewing one package needs Commercial Team on that package, not Commercial Lead on the whole project. You can widen access later; walking back over-broad access after prices circulate is much harder.

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Separation of duties

For owner-led or highly regulated procurement:
  • Keep commercial evaluators on Commercial Team and technical evaluators on Technical Team, so neither side sees the other’s data during evaluation.
  • Give the procurement manager Package Lead or Project Lead; they need both views to run bid leveling and coordinate clarifications.
  • Give owner representatives viewer access until a review meeting requires more.
  • Scope external consultants to the specific package they support and remove them when their engagement ends.
  • Avoid broad project roles for people who only need one package.

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Practical examples

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Permissions by workflow

The Queries, chat, and Vendor Database areas appear only when the module is enabled for your organization, on top of the role checks above. If a module your team expects is missing, your organization admin can confirm what is enabled; to change it, contact TruBuild support.

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Access review checklist

  • Confirm every package has a Package Lead.
  • Add commercial and technical users only to the packages they support.
  • Grant owner reviewers viewer access where they need oversight.
  • Confirm the organization has the modules the team expects (Commercial Evaluation, Technical Evaluation, Tender Queries, Vendor Database, AI Chat).
  • Remove users who helped with bid preparation but should not score.
  • Confirm the commercial and technical evaluator lists match the approved evaluation plan.
  • Confirm external advisors hold package-scoped roles, not project roles.
  • Confirm committee reviewers hold viewer access on the package so they can review the evaluation evidence.
  • Confirm only authorized procurement leads hold Full access on the package.
  • Remove temporary external users after their review is complete.

Settings and administration

Invite members, manage roles, and review the activity log.

Enterprise rollout

Design the rollout and team model.