Invite Team Members and Set Roles

Learn how to invite your team to JobsiteOn, assign roles, understand permissions, and manage pending invitations.

Written by Sofia PatelUpdated 3 days ago11 min readBeginner

What this guide covers

This guide explains how to add people to your JobsiteOn workspace by sending email invitations and assigning the right roles. You will learn what each role can and cannot do, how to manage pending invitations, and how to change roles after someone joins. Getting roles right from the start keeps your data secure and gives each person exactly the access they need.

Before you begin

You need an active JobsiteOn account with Owner or Admin role access. Only Owners and Admins can invite new team members and manage roles. Have the email addresses of the people you want to invite ready before you start.

Step 1: Open the team page

Click Team in the sidebar navigation. The Team page shows all current members of your workspace, along with their roles, statuses, and the date they joined.

You will see two sections on this page:

Active Members - People who have accepted their invitation and are using the workspace
Pending Invitations - People who have been invited but have not yet accepted

If this is a new workspace, you will see only yourself listed as the Owner in the Active Members section.

Step 2: Send your first invitation

To invite a new team member:

Click the Invite Member button in the top-right corner of the Team page
Enter the person's email address in the invitation form
Select a role from the dropdown (see Step 3 for role descriptions)
Click Send Invite

JobsiteOn sends an invitation email to the address you entered. The email contains a link that lets the person create their password and access your workspace. The invitation appears in the Pending Invitations section until the person accepts.

Tip: Use work email addresses whenever possible. Personal email addresses work fine, but work addresses are easier to manage and more professional. If someone leaves your company, you can deactivate their access without affecting their personal email.

Invite multiple people at once

If you need to invite several people, repeat the process for each person. Enter one email address at a time and select the appropriate role for each person. There is no bulk invitation form, but each invitation takes only a few seconds.

Note: Each invitation is tied to a specific email address. If a team member needs to use a different email, you must send a new invitation to the correct address.

Step 3: Understand the roles

JobsiteOn has four roles, each with a specific level of access. Choosing the right role ensures people can do their work without accidentally seeing or changing things they should not.

Owner

The Owner is the person who created the workspace. There is always exactly one Owner per workspace.

What the Owner can do:

Full access to every feature and setting in the workspace
Manage billing, subscription, and payment information
Invite and remove team members, including Admins
Change any team member's role
Delete the workspace
Access all financial data, reports, and integrations

When to use this role: Only the business owner or primary decision-maker should have this role. It cannot be assigned to additional people.

Admin

Admins have nearly the same access as the Owner, with a few restrictions around billing and workspace deletion.

What Admins can do:

Access all jobs, invoices, quotes, contacts, and properties
Create, edit, and delete any record in the workspace
Invite and manage team members (except the Owner)
Configure company settings, branding, and integrations
View all financial reports and metrics
Manage the pricebook

What Admins cannot do:

Change the Owner's role or remove the Owner
Access billing and subscription management
Delete the workspace

When to use this role: Assign the Admin role to office managers, operations managers, or anyone who runs the day-to-day business and needs full operational access.

Dispatcher

Dispatchers focus on scheduling, job management, and customer communication. They can see and manage work but have limited access to financial settings.

What Dispatchers can do:

View and manage all jobs, quotes, and schedules
Create and edit contacts and properties
Assign team members to jobs
Send and receive messages in the Inbox
View invoices (but not financial reports)
Access the pricebook to add items to jobs and quotes

What Dispatchers cannot do:

Access workspace settings or integrations
Invite or manage other team members
View revenue reports or financial dashboards
Modify billing or payment configuration

When to use this role: Assign the Dispatcher role to people who coordinate work, manage the schedule, and communicate with customers but do not need financial oversight.

Technician

Technicians have the most focused access. They see only the information they need to do their jobs in the field.

What Technicians can do:

View their own assigned jobs and schedule
Update job statuses (start work, complete work)
View job details, including line items and property information
Add notes and photos to jobs
View contact details for their assigned customers
Send and receive messages related to their assigned jobs

What Technicians cannot do:

View jobs assigned to other team members
Create new jobs, quotes, or invoices
Access the full contact or property database
View financial data or reports
Modify settings, pricebook, or workspace configuration
Invite or manage other team members

When to use this role: Assign the Technician role to field workers, service technicians, and any crew member whose primary task is performing work at job sites.

Step 4: Choose the right role for each person

When deciding which role to assign, ask yourself these questions:

Does this person need to see financial data? If yes, choose Owner or Admin.
Does this person manage the schedule and assign work? If yes, choose Dispatcher or higher.
Does this person only perform field work? If yes, choose Technician.
Does this person need to change settings or manage integrations? If yes, choose Admin.

Here are common job titles and their typical JobsiteOn roles:

Job Title	Recommended Role
Business owner	Owner
Office manager	Admin
Operations manager	Admin
Dispatcher / scheduler	Dispatcher
Customer service representative	Dispatcher
Lead technician	Dispatcher or Technician
Field technician	Technician
Apprentice	Technician

Tip: When in doubt, start with a lower-access role. You can always upgrade someone's role later. It is easier to grant more access than to take it away after someone has seen sensitive data.

Step 5: Manage pending invitations

After sending invitations, monitor the Pending Invitations section on the Team page to track who has accepted and who has not.

Each pending invitation shows:

The email address the invitation was sent to
The role that was assigned
The date the invitation was sent
The status (pending, expired)

Resend an invitation

If someone did not receive the email or it expired:

Find the invitation in the Pending Invitations section
Click the Resend button next to the invitation
A new email is sent to the same address with a fresh link

Cancel an invitation

If you sent an invitation by mistake or the person no longer needs access:

Find the invitation in the Pending Invitations section
Click the Cancel or Revoke button
The invitation link becomes invalid immediately

Note: Invitations expire after 7 days. If someone has not accepted within that time, you will need to resend the invitation. This is a security measure to prevent old invitation links from being used.

Step 6: Change a team member's role

Roles are not permanent. As your team evolves, you may need to promote or adjust someone's access level.

To change a role:

Go to the Team page
Find the team member in the Active Members list
Click on the member's name or the Edit button
Select the new role from the dropdown
Click Save

The change takes effect immediately. The team member's access updates the next time they load a page. They do not need to log out and back in.

Tip: If you promote a Technician to Dispatcher, let them know about the additional features they now have access to. A quick walkthrough prevents confusion and helps them get productive in the new role faster.

Step 7: Remove a team member

If someone leaves your company or no longer needs access to JobsiteOn, you should remove them from the workspace promptly.

To remove a team member:

Go to the Team page
Find the person in the Active Members list
Click the Remove or Deactivate button
Confirm the removal

Removed members lose access immediately. Their historical activity (jobs completed, notes added, status changes) remains in the system for record-keeping. Removing a person does not delete any data they created.

Note: Only Owners and Admins can remove team members. The Owner cannot be removed. If the business changes ownership, contact support for assistance with transferring the Owner role.

Step 8: Review your team setup

After inviting everyone, take a moment to review your team configuration:

Check the member list - Verify each person is listed with the correct role
Verify pending invitations - Follow up with anyone who has not accepted yet
Test access - Ask one team member to log in and confirm they can see what they need
Document roles internally - Keep a simple record of who has what role for your own reference

A well-configured team ensures smooth operations from day one. Everyone knows what they can do, and your sensitive data stays protected.

Troubleshooting

A team member says they did not receive the invitation email

Check the Pending Invitations section to confirm the invitation was sent to the correct email address. If the address is correct, ask the team member to check their spam or junk folder. If the email is still not found, resend the invitation. Some company email servers block automated emails, so the team member may need to whitelist emails from jobsiteon.com.

A team member cannot access a feature they need

Check their assigned role on the Team page. If their current role does not include access to the feature they need, upgrade their role. Refer to the role permissions in Step 3 to determine which role provides the required access.

I accidentally removed the wrong person

Re-invite the person using the same email address and assign their previous role. They will receive a new invitation email and need to click the link to regain access. Their previous activity and data are preserved in the system.

FAQ

Q: How many team members can I invite? A: The number of team members depends on your subscription plan. Check the pricing page at jobsiteon.com or go to Settings > Billing to see your current plan limits and how many seats are available.

Q: Can I have more than one Admin? A: Yes. You can have as many Admins as your plan allows. This is useful for businesses with multiple office managers or partners who all need full operational access.

Q: Can a team member have multiple roles? A: No. Each team member has exactly one role. If someone needs capabilities from two different roles, assign the higher-access role that covers all their needs.

Q: What happens to a removed member's data? A: All data created by a removed member (jobs, notes, status updates, invoices) remains in the system. Removing a member only revokes their login access. No data is deleted. This ensures your business records remain complete.

Q: Can team members change their own role? A: No. Only Owners and Admins can change roles. Team members cannot upgrade their own access level. This prevents unauthorized access to sensitive features.

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