Organizations — who sees what
Your company can hold several organizations (a division, a client program, a test group). Access has three layers, and they answer different questions.
1. Platform admin — the person who runs ProjectFlowLive for your company
The platform admin area (billing controls, company-wide settings, the AI budget) is tied to one user account: the platform administrator's. Nobody you invite sees it, whatever role they hold. You do not need a separate company to hide it.
2. Organization roles — proposals, RFPs, and everything in the organization
When you add someone to an organization you give them an organization role:
| Organization role | What they see and do |
|---|---|
| owner / admin | every project in the organization with admin rights, and every proposal and RFP of the organization — everything, participate in everything |
| project manager / employee / viewer | the organization's proposals and RFPs; projects only where they are a project member (see 3) |
Proposals and RFPs belong to an organization. A company admin sees all of them; everyone else sees only the organizations they belong to. Opening a proposal from another organization by link shows nothing. The AI assistant follows the same rule: it lists, opens, and sends only the proposals you can see.
3. Project membership — the project flow
Projects are shared one project at a time. Belonging to an organization does not open its projects; being added to a project does. Invite someone to a project and they see that project: daily reports, plans, pay items, schedule, documents. The organization's owners and admins see all of its projects without being added one by one.
Setting up a team for one organization
- Create the organization.
- Invite the members from Team with a project manager or estimator role (not company admin — that role is company-wide).
- Add them to the organization. They now see its proposals and RFPs and can create proposals, run the proposal assistant, and work RFPs there.
- Add them to the projects they should work on, or give them the organization admin role to see all of its projects.
Bidding Members are not team members
A contractor who registers on the bid board has their own free account and their own company record. They never see your organization, your projects or your other RFPs — only the listings you publish and the packages you admit them to.