Collaborators in Raken are subcontractors, trade partners, or third-party contractors who submit their own daily reports and participate in project activity directly in Raken. Inviting a collaborator is free — they don't use any of your paid licenses.
Quick Answer
To invite a collaborator to a project:
Open your project and click Project directory in the left navigation
Click Collaborators
Select from your existing contacts or click + New contact to add someone new
Click Add — they'll receive an email invitation to join the project
What Is a Collaborator?
A Raken Collaborator is someone outside your organization — typically a subcontractor or trade contractor — who you need to document and track work for on your project. Collaborators submit their own daily reports directly in Raken, and their reports roll up into your Super Daily Report.
Collaborators do not occupy any of your paid Raken licenses
Collaborators only see the projects they have been invited to
Collaborators only see and edit items shared with them or entered by them
What Can a Collaborator Access?
Once invited to a project, collaborators can:
Daily reports — submit their own daily reports for the project
Checklists — complete checklists they are assigned to
Tasks — view and complete tasks assigned to them
Observations — participate in observations when assigned
Messaging — communicate with the project team via Raken Messages
Submittals — access submittals they have been added to in the workflow step of a submittal
How to Invite a Collaborator on the Web
Log into the Raken web app and open your project.
Click Project directory in the left navigation, then click Collaborators.
Your company's existing contacts list will appear. Check the box next to anyone you want to invite.
If the contact is not listed, click + New contact to add them.
Click Add. The collaborator will receive an email invitation to join the project.
Important: If you are inviting multiple people from the same company, always select the existing company rather than creating a new one. Creating a new company for each person will result in duplicate company names in the project's Compliance menu.
How to Invite a Collaborator on Mobile
Open the Raken mobile app and tap into your project.
Tap Project tools, then navigate to Project directory > Collaborators.
Tap + Add and select from your existing contacts or add a new one.
Tap Add to send the invitation.
How to Remove a Collaborator from a Project
To remove a collaborator from a specific project, go to Project directory > Collaborators, click the ellipsis (…) next to the collaborator's name, and select Remove from project. This removes their access to that project only — it does not delete them from your company contacts.
Frequently Asked Questions
Do collaborators count toward my Raken license count?
No — collaborators are free to invite and do not use any of your paid licenses.
Can collaborators see my company's daily reports?
No — collaborators can only see and edit items they have submitted or that have been directly shared with them. They cannot see your company's internal daily reports.
Where do collaborator reports show up?
Collaborator daily reports are visible in the project's Compliance menu and are included in the Super Daily Report, which combines your report with all collaborator reports for a given date.
Can collaborators access Submittals?
Yes — but only for submittals they have been specifically added to in the workflow step of that submittal. They do not have access to all submittals on the project.
What happens if I accidentally create duplicate company names?
Duplicate company names will appear in the project's Compliance menu, making it harder to track collaborator reports. To avoid this, always select an existing company when inviting multiple people from the same organization rather than creating a new contact for each person.
Technical Specifications
Compatibility: Web app and mobile app
Plan Required: All plans
License cost: None — collaborators do not use paid licenses
Role Required: Account Administrator or Project Administrator to invite collaborators
Considerations
Collaborators only have access to projects they are explicitly invited to.
Always select an existing company when inviting multiple people from the same organization to avoid duplicate company names in Compliance.
Removing a collaborator from a project removes their access to that project only — it does not delete them from your contacts.
Collaborators can access Submittals only if they are added to the submittal's workflow step.
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More Questions?
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