Invite Team Members

How to send email invitations to new team members, assign initial roles, manage pending invites, and control what new members see when they first log in.

Written by Sofia PatelUpdated over a month ago7 min readBeginner

What this guide covers

This guide shows you how to invite people to your JobsiteOn workspace, choose their initial role, monitor pending invitations, resend invites that were missed, and revoke invitations you no longer want active. By the end you will have a clear process for growing your team inside the platform.

Before you begin

You need Owner or Admin permissions to invite new members.
Each person you invite needs a valid email address that is not already associated with your workspace.
Decide which role each new member should have before sending the invite. See Set Up Roles and Permissions for a breakdown of what each role can access.

Understanding the team page

Navigate to /team from the left sidebar. The team page is divided into two sections:

Active Members -- everyone who has accepted an invitation and is currently part of your workspace.
Pending Invites -- invitations that have been sent but not yet accepted.

Each row in the active members table shows the member's name, email, role, and the date they joined. Pending invites show the email, assigned role, and when the invite was sent.

Step 1: Send an invitation

Click Invite Member in the top-right corner of the team page.
Enter the person's email address in the invite form.
Select an initial role from the dropdown:
- Admin -- full access to all workspace features except billing and workspace deletion.
- Dispatcher -- can manage the schedule, assign jobs, and view contacts and properties but cannot change workspace settings.
- Technician -- field-focused access to assigned jobs, the mobile schedule, and the ability to add notes and photos.
Optionally add a personal message. The message appears in the body of the invitation email alongside the standard sign-up link.
Click Send Invite.

The invitee receives an email with a link to create their account and join your workspace. The link expires after 7 days.

Tip: You can invite multiple people at once by entering email addresses separated by commas. Each person receives their own individual invitation email.

What the new member sees

When a new member clicks the invitation link:

They create a password (or sign in with an existing JobsiteOn account).
They land on the workspace dashboard with the role you assigned.
A brief welcome banner explains the key areas of the platform based on their role:
- Admin and Dispatcher see links to schedule, contacts, and jobs.
- Technician sees links to the mobile schedule and assigned jobs.

Step 2: Monitor pending invitations

All sent invitations appear in the Pending Invites section of the team page. Each pending invite shows:

Email -- the address the invite was sent to.
Role -- the role that will be assigned when the invite is accepted.
Sent -- the date and time the invitation was sent.
Expires -- the date the invitation link will stop working.

Invitation statuses

Pending -- the invite email was sent and the link has not been used.
Expired -- the 7-day window has passed without the link being clicked.

Step 3: Resend an invitation

If a team member did not receive the email or the link has expired:

Find the invitation in the Pending Invites section.
Click the overflow menu (...) on the invite row.
Select Resend Invite.

A new email is sent with a fresh 7-day link. The old link is invalidated immediately. The pending invite row updates to show the new sent date.

Note: Check with the invitee that noreply@jobsiteon.com is not being filtered to spam or junk. Adding the address to their contacts prevents future delivery issues.

Step 4: Revoke a pending invitation

If you sent an invite by mistake or no longer want the person to join:

Find the invitation in the Pending Invites section.
Click the overflow menu (...) on the invite row.
Select Revoke Invite.
Confirm the revocation in the dialog.

The invitation link is invalidated immediately. If the person tries to use the link after revocation, they see a message saying the invitation is no longer valid.

Revoking an invite does not send a notification to the invitee. If you want them to know the invite was withdrawn, reach out directly.

Step 5: Change a member's role after they join

Once a member accepts the invite and joins the workspace, you can change their role at any time:

Find the member in the Active Members table on /team.
Click the overflow menu (...) on their row.
Select Change Role.
Choose the new role from the dropdown.
Click Save.

The role change takes effect immediately. The member's permissions update the next time they load a page.

Note: Only the workspace Owner can change another member's role to Admin or demote an Admin to a lower role.

Best practices

Assign the lowest necessary role. Start new members with the role that matches their day-to-day work. You can always upgrade later.
Invite in batches. If you are onboarding a crew, invite everyone at once using comma-separated emails. This keeps the pending invites list organized.
Follow up within 48 hours. If an invite has not been accepted within two days, resend it or check with the person directly.
Revoke promptly. When someone leaves the team, revoke any pending invitations and remove their active membership from the team page.
Use the personal message. A brief note like "Click the link to join our workspace and see your schedule" increases acceptance rates.

Troubleshooting

The invite email never arrived

Ask the invitee to check their spam or junk folder.
Verify the email address is correct on the Pending Invites list.
Resend the invite from the overflow menu.
If emails consistently fail to deliver, confirm that your invitee's email provider is not blocking jobsiteon.com domain emails.

The invitation link says it is expired

Invitation links are valid for 7 days. Resend the invite to generate a new link. The old link cannot be reactivated.

A member joined with the wrong role

Change their role from the team page. Open the overflow menu on their row, select Change Role, and assign the correct one.

I cannot find the Invite Member button

Only Owner and Admin roles can see the invite button. If you do not see it, ask a workspace owner or admin to send the invite on your behalf.

A former team member wants to rejoin

Send a new invitation to their email address. They will create a new session and re-enter the workspace with whatever role you assign.

FAQ

How many team members can I invite?

There is no hard limit on team size. Your plan may have a per-seat cost, so check your subscription details under /settings before adding members.

Can I invite someone who already has a JobsiteOn account?

Yes. If they already have an account from another workspace, they will be prompted to link the invitation to their existing login. They can switch between workspaces from the account dropdown.

Does the invitee need to download an app?

Technicians can use the mobile web app to view their schedule and update jobs from the field. No native app download is required, though a native app may be available in the future.

Can I set permissions more granularly than the four roles?

Custom roles with fine-grained permissions are covered in Set Up Roles and Permissions.

What happens if I revoke an active member instead of a pending invite?

Revoking a pending invite and removing an active member are separate actions. To remove an active member, use the Remove Member option in the overflow menu on the Active Members table. The member will lose access to the workspace immediately.

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