Private Sharing & User Roles

Prerequisites

• Admin role (required to add/manage users)

• Professional or Enterprise plan

• At least one uploaded asset

The Four User Roles

Administrator

Full control over the organization. Can manage billing, add or deactivate users, configure SSO, upload branding, and access every asset. Every organization needs at least one Admin.

Team Member

Same asset access as an Admin — can view, edit, upload, and share everything. Cannot manage users, billing, or organization-level settings. This is the standard role for internal team members who need full workflow access.

Contributor

Can upload new assets and automatically gets Edit access to anything they upload. Cannot see other assets in the organization unless an Admin or Team Member explicitly shares specific assets with them. Good for subcontractors who capture and upload data but shouldn't see other projects.

External Guest

Can only see assets that have been explicitly shared with them. Cannot upload or create new assets. This is the role for clients, stakeholders, and outside reviewers who need to view or annotate specific deliverables.

ℹ️ Note: Contributors and External Guests can have expiration dates set on their access to individual assets. After the expiration date, their access is automatically revoked.

Inviting Users

Adding a New User

1. Click the hamburger menu (top-left) → Admin Panel

2. In the user list, click + Add

3. Enter the user's email address

4. Select their role (Administrator, Team Member, Contributor, or External Guest)

5. Click Add

The user receives an invitation email. Depending on your organization's authentication settings, they'll sign in via:

• Magic link: A one-time login URL sent to their email (no password needed)

• Username and password: They create credentials on first login

⚠️ Warning: Magic link and username/password authentication can conflict. If a user expects a traditional login but your org uses magic links, they may get stuck in a redirect loop. See SSO & Login Troubleshooting for the fix.

Sharing an Asset with a Specific User

Once a user exists in your organization, you can grant them access to individual assets:

1. Open the asset preview page

2. Click Share → Users

3. Search for the user by email

4. Set their access level: View Only or Edit

5. (Optional) Set an expiration date

6. Click Save

The user will see this asset in their dashboard the next time they log in.

What "View Only" vs "Edit" Means for Recipients

View Only:

• Navigate the 3D model

• View existing callouts and measurements

• View the orthomosaic (if available)

• Cannot create, modify, or delete callouts or measurements

Edit:

• Everything in View Only, plus:

• Create and edit callouts (Defect, Annotation, Camera Bookmark)

• Create and edit measurements

• Upload additional files to the asset (Contributors and above)

• Modify view settings and bookmarks

Managing Users

Deactivating a User

You cannot delete users — Nira preserves the audit trail. Instead, you deactivate them:

1. Go to Admin Panel → Users

2. Click Edit next to the user

3. Click Deactivate

Deactivated users lose all access immediately. Their uploaded assets, callouts, and comments remain in the system but the user cannot log in.

ℹ️ Note: Nira doesn't allow user deletion because it would break chain of custody and collaboration history. Callouts, measurements, and uploads are permanently attributed to the user who created them.

Changing a User's Role

1. Go to Admin Panel → Users

2. Click Edit next to the user

3. Select the new role

4. Click Save

Role changes take effect immediately. If you downgrade a Team Member to Contributor, they'll lose access to all assets except their own uploads and any assets explicitly shared with them.

Revoking Access to a Specific Asset

1. Open the asset preview page

2. Click Share → Users

3. Find the user and click Remove or set the access to None

4. Click Save

The user loses access to this asset on their next page load.

What Recipients Experience

First Login (Magic Link)

1. Recipient gets an invitation email from Nira (or from your Admin, if white-labeled)

2. They click the magic link in the email

3. They're logged in and see their dashboard with shared assets

4. No password to remember — each login generates a new magic link

First Login (Username/Password)

1. Recipient gets an invitation email with a link to create their account

2. They set a password and log in

3. They see their dashboard with shared assets

Ongoing Access

• Recipients see only assets shared with them (Contributors see their uploads too)

• The dashboard shows asset names, thumbnails, and last-modified dates

• Clicking an asset opens the 3D viewer with their assigned access level

Troubleshooting

"I invited a user but they never got the email."

Cause: The invitation email may be in spam, or the email address was mistyped.

Fix:

1. Check the Admin Panel → Users to confirm the email address is correct

2. Ask the user to check their spam/junk folder for emails from Nira (or your custom domain)

3. On white-labeled organizations, invitation emails go to the Admin, not directly to the user — check your own inbox and forward the link manually

"My user says they're stuck in a login loop."

Cause: The user is trying to log in with a password, but the organization uses magic links (or vice versa).

Fix:

1. Confirm your org's authentication method in Admin settings

2. If magic links are enabled, tell the user to check their email for the login link instead of entering credentials

3. Have the user try in an incognito/private browser window to rule out cached sessions

4. See SSO & Login Troubleshooting for detailed flow diagrams

"A Contributor says they can't see an asset I uploaded."

Cause: Contributors only see their own uploads and assets explicitly shared with them. Uploading an asset doesn't automatically share it with Contributors.

Fix: Share the asset with the Contributor: Asset Preview → Share → Users → add their email → set access level.

"I need to remove someone's access to everything, not just one asset."

Cause: You want to fully revoke a user's access.

Fix: Deactivate the user in Admin Panel → Users → Edit → Deactivate. This revokes all access across all assets immediately.

"I accidentally deactivated the wrong user."

Fix: Go to Admin Panel → Users, find the deactivated user, click Edit, and reactivate them. Their access is restored to whatever it was before deactivation.

"My External Guest needs to upload a file."

Cause: External Guests cannot upload. This is by design.

Fix: Change their role to Contributor if they need upload access. Be aware that Contributors can upload new assets (which count toward your storage) and automatically get Edit access to anything they upload.

Technical Notes

• User seats and billing: Adding users may increase your subscription cost depending on your plan. Check Plans & Feature Comparison for per-seat pricing

• SSO integration: Enterprise plans can integrate Nira's user system with your organization's SSO provider (Okta, Azure AD, Google Workspace). Users authenticate through your identity provider instead of magic links or passwords

• Expiration dates: Set per-user, per-asset. After expiration, the user can still log in but won't see the expired asset. Admins can extend or remove the expiration at any time

• Role hierarchy: Admin > Team Member > Contributor > External Guest. Higher roles inherit all permissions of lower roles

• Custom domains: On white-labeled Enterprise orgs, user invitations route through your custom domain (e.g., view.yourcompany.com), and Nira branding is removed from the recipient experience

• Audit trail: Every callout, measurement, and upload is permanently attributed to the user who created it. Deactivating a user preserves this history

Related Articles

• Share Options Overview

• Public & Inspector Links

• SSO & Login Troubleshooting

• Plans & Feature Comparison