Invite Team Members and Set Roles
Learn how to invite your team to JobsiteOn, assign roles, understand permissions, and manage pending invitations.
Learn how to invite your team to JobsiteOn, assign roles, understand permissions, and manage pending invitations.
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.
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.
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:
If this is a new workspace, you will see only yourself listed as the Owner in the Active Members section.
To invite a new team member:
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.
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.
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.
The Owner is the person who created the workspace. There is always exactly one Owner per workspace.
What the Owner can do:
When to use this role: Only the business owner or primary decision-maker should have this role. It cannot be assigned to additional people.
Admins have nearly the same access as the Owner, with a few restrictions around billing and workspace deletion.
What Admins can do:
What Admins cannot do:
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.
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:
What Dispatchers cannot do:
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.
Technicians have the most focused access. They see only the information they need to do their jobs in the field.
What Technicians can do:
What Technicians cannot do:
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.
When deciding which role to assign, ask yourself these questions:
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.
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:
If someone did not receive the email or it expired:
If you sent an invitation by mistake or the person no longer needs access:
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.
Roles are not permanent. As your team evolves, you may need to promote or adjust someone's access level.
To change a role:
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.
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:
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.
After inviting everyone, take a moment to review your team configuration:
A well-configured team ensures smooth operations from day one. Everyone knows what they can do, and your sensitive data stays protected.
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.
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.
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.
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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