The Contact List is the central tool in Teamsware projects for managing project participants and controlling technical access rights to project resources (SharePoint, M365 groups).

1. Prerequisites

• In Entra ID (formerly Azure AD), inviting external users (B2B) must be permitted.
• The Role List for the project (e.g., Owner, Member, Visitor) must be predefined and configured in advance.

2. Opening the Contact List

Navigate within your project website using the following path:

Click Path: Project Website > ... (More) > Contacts

The list provides an overview of all contacts. The Active column is particularly important:

• Active = Yes: The person currently has project access.
• Active = No: The record remains as a contact but no longer has active access.

3. Creating a New Element

To add a new contact, click on + Add new element. A form with four tabs will open:

3.1 "Master Data" Tab

• Mandatory Fields: Last Name and Email Address.
• Role/Function: Select a predefined role from the dropdown menu.
• Position: You can enter free text here (e.g., "Working Student" or "Project Lead").

3.2 "Contact Data" Tab

Address and communication data are maintained here. The email address stored here should be identical to the address in the Master Data.

3.3 "Notes" Tab

Use this area for project-relevant information regarding the contact. This field supports formatted text.

3.4 "Project Access" Tab

This is the technical core area for permission control.

• Access: Set this toggle to Yes to grant the person access to project resources.
• Invite: If the email address is not yet known in your Entra ID, a button for a guest invitation will appear.
• Permission (Global): Choose between Owner, Member, or Visitor.

Important Note on Permission Logic: For a user to see the entire project website, they must be assigned to a global permission level (usually Member). Local permissions on individual folders (e.g., for specialist planners) are often insufficient to access the website as a whole.

4. Typical Application Scenarios

1. External Person without M365 Account: Fill in master data, set Project Access to "Yes", trigger invitation, select global role, and save.
2. Internal User: Enter email (identical to UPN), set Project Access to "Yes", select global role, and save.
3. Pure Documentation Contact: Fill in data, leave Project Access set to No. The person will be listed but will not receive any permissions.

5. What Happens in the Background?

As soon as you set Project Access to "Yes" and save, the automation checks:

• Whether the person already exists in your Entra ID (if not, a guest invitation is sent).
• The assignment to the corresponding M365 group of the project according to the selected role.

6. Troubleshooting & Best Practices

• Invite Button Missing: The user already exists in the system or you do not have the necessary permissions for guest invitations.
• No Access Despite "Active = Yes": Check if "Yes" was also selected in the Project Access tab and if a global permission was set.
• Email as Key: Maintain email addresses consistently and avoid alias addresses to prevent synchronization issues.
• Documentation: Use the Notes tab to record changes in responsibilities directly on the contact record.