Project-Organisation Relationships

Construction projects always involve multiple companies. A principal engages a head contractor, who brings in subcontractors and consultants, who coordinate with suppliers. Pasco Cloud's project-organisation model reflects this reality — you can link as many organisations as needed to each project, each with a role that describes their involvement.

How It Works

Every project in Pasco Cloud has a project organisations list — a record of all the companies involved in the project. Each entry includes:

• Organisation name — the company
• Role — a freeform text label describing their involvement
• Date added — when the relationship was created

This information is visible to all project members and provides a clear picture of who is working on the job and in what capacity.

Organisation Roles

When you add an organisation to a project, you assign it a role. Roles are freeform text — you can enter whatever describes the relationship accurately. Common roles include:

• Principal / Client — the project owner or commissioning party
• Head Contractor / Main Contractor — the primary builder managing the project
• Subcontractor — a specialist trade contractor (electrical, plumbing, carpentry, etc.)
• Consultant — an engineering, architectural, or advisory firm
• Supplier — a materials or equipment supplier
• Project Manager — a project management company
• Inspector — a council or third-party inspection body

The form suggests common roles, but you can type any label that fits your project's contract structure. Construction roles vary between contract types (design and construct, traditional, construction management, alliance) and across regions, so Pasco Cloud avoids imposing a fixed list.

ℹ️ Did you know?

Organisation roles are informational — they document who is involved and why. They do not affect permissions or access control. Access is managed through memberships and groups.

Adding Organisations to a Project

To link an organisation to your project:

1. Go to the project detail page
2. Navigate to the Organisations tab
3. Click Add Organisation
4. Search for the organisation by name
5. Enter the role (e.g., "Subcontractor — Electrical")
6. Click Add

The organisation now appears in the project's organisation list. You can add as many organisations as needed.

💡 Tip

Add all involved organisations early in the project setup. This gives team members the full picture of who is working on the job and ensures the correct organisation appears automatically when creating reports.

Updating a Role

If an organisation's role changes during the project, click the edit button next to the organisation entry and update the role text.

Removing an Organisation

Click the remove button next to an organisation to unlink it from the project. This does not affect the organisation itself or its members — it simply removes the project association.

The Document Admin

Every project has a document admin — the organisation that controls document numbering and serves as the authoritative entity for the project's documentation.

What the Document Admin Does

• Controls document numbering — report sequence numbers are scoped to the document admin organisation, ensuring consistent, sequential numbering across the project
• Provides document context — reports created on the project are attributed to the document admin's document control system
• Signals authority — the document admin badge clearly shows who is the documentation authority for the project

Setting the Document Admin

To set the document admin:

1. Go to the Organisations tab on the project detail page
2. Click Set Document Admin (or the document admin section if one is already set)
3. Select from the list of verified organisations linked to the project
4. Confirm the selection

⚠️ Watch out!

The document admin must be a verified organisation. If no organisations linked to the project are verified, you will not be able to set a document admin. Additionally, you must be an admin of both the project and the organisation to make this assignment.

Document Admin Fallback

If no document admin has been set, the project creator (the first project admin) acts as the implicit document controller. The project list shows the creator's name in the document admin column instead of an organisation name.

This fallback means document numbering works from the moment a project is created, even if an organisation has not been assigned yet. Once a verified organisation is set as document admin, it takes over.

How This Affects Report Creation

When a team member creates a report on a project, Pasco Cloud uses the project-organisation relationship to determine which organisation the report belongs to:

1. The platform finds the intersection of the user's organisation memberships and the project's linked organisations
2. If there is one match — the organisation is automatically selected and locked (e.g., the user is a member of Smith Builders, and Smith Builders is on the project)
3. If there are multiple matches — a dropdown appears showing each organisation with its project role, so the user can choose (e.g., "Smith Builders — Head Contractor" or "Smith Consulting — Consultant")
4. If there is no match — the organisation field is left empty for manual selection

This logic ensures that reports are attributed to the right organisation without requiring manual selection in the common case.

ℹ️ Did you know?

The document admin controls document numbering, but it does not have to be the same organisation that creates every report. A subcontractor can create reports on a project where the head contractor is the document admin — the report's organisation is the subcontractor, while the numbering sequence belongs to the head contractor's document control system.

Permissions

Best Practices

• Add organisations before inviting individuals. Linked groups are created automatically when organisations are associated with a project. These groups provide a natural sharing mechanism for templates, reports, and issues.
• Set the document admin as soon as a verified organisation is available. This ensures consistent document numbering from the start of the project.
• Use descriptive roles. Instead of just "Subcontractor", consider "Subcontractor — Electrical" or "Subcontractor — Structural Steel" to make the relationship clear at a glance.
• Keep the list current. If an organisation's involvement in the project ends, remove the relationship to keep the project information accurate.

What's Next?

• Set up a document admin — verify your organisation first
• Create your first project — step-by-step tutorial including linking organisations
• Learn about sharing and visibility — how linked groups connect to the visibility model