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Employee invitations
An invitation lets people join your workspace by themselves. You send a link — by email, or as a shared link you post to your crew — and each person opens it, enters their own details, chooses their own password and lands in your workspace. It's the alternative to typing everyone in yourself on Employees.
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Where to find it
Menu: HR › Employee invitations · Address: hub.siteconnect.ai/users/invitationsWho can use it: Admins by default. Other roles need the Employee invitations permission to see the page, plus the right to create (send) or delete (revoke) invitations — see Roles and permissions.
Invitation or Add employee?
| Invitation | Add employee | |
|---|---|---|
| Who types the details | The person joining | You |
| Password | They choose it | You set it and pass it on |
| Email sent | Yes, for a one-person invitation | No |
| Contract and hourly cost | Not set — add them on the record afterwards | Set in the same form |
| Works for someone who already has a Site Connect account | Yes — they join with their existing password | No — you'll be offered Send invites instead |
Check your seats first
The bar at the top of the page shows your plan and how many users you're using — for example Free plan · 2/3 users — and how many seats are left. Every person who joins uses one seat. When the plan is full, the button at the top becomes Upgrade plan and new invitations can't be created. To add seats, see Plans & billing.
Invite one person by email
- Select Create invitation.
- Keep Invite one specific employee selected.
- Fill in:
- Employee email * — where the invitation goes. This becomes the person's sign-in email.
- Full name (optional) — pre-fills their name on the join page.
- Department — one or more of your Teams / Departments.
- Job title — pick from your job titles, or type a new one to add it to the list.
- Permissions (roles) — employee is always included. Tick other roles if the person needs more access.
- Under Link settings, keep Single-use link (recommended) so the link stops working once the person has joined. Or choose Link limited to N uses and set a number.
- Under Expired, choose After n days (7 by default, up to 365) or Never.
- Select Create + send email.
The Invitation created window confirms Invitation email sent to … and shows the Invite link. If the email doesn't arrive, copy the link and send it to the person yourself — by text message, for example.
The email comes from Site Connect, names you and your workspace, and has a Join now button and the date the link is valid until.
Share one link with a whole crew
A public link isn't tied to an email address. Anyone who opens it enters their own email, name and password to join — useful for posting in a crew group chat.
- Select Create invitation, then Public link.
- Optionally fill in Link description (optional) (for example, the crew or site name) so you can recognise the link later, and choose a Department, Job title and roles. Everyone who joins through this link gets them.
- Under Link settings, choose Unlimited uses (anyone with the link can join until you revoke it) or Link limited to N uses.
- Set when it Expired — after a number of days, or Never.
- Select Create + send email. No email is sent for a public link — copy the Invite link from the Public link created window and share it.
Treat public links like a key
Anyone who gets hold of a public link can join your workspace and use a seat. Set a use limit or an expiry date, and revoke the link once your crew has joined.
Track your invitations
Invitations are split into four tabs:
| Tab | What's in it |
|---|---|
| Pending | Links that can still be used — not revoked, not expired and with uses left. |
| Redeemed | Invitations that at least one person has used. A multi-use link can appear here and under Pending at the same time. |
| Revoked | Invitations you cancelled. |
| Expired | Links whose expiry date has passed. |
Each row shows the email (or a Public link badge), the suggested name, the roles, the Invite link, when it expires, how many times it's been used (Uses, for example 1 / 1) and who created it. An empty tab just means there's nothing in that state.
Resend a link
There's no separate resend button. On the Pending tab, select the copy button in the Invite link column (Copy invite link) and send the link to the person again, or open it in a new tab to check it. Links for revoked or expired invitations show Link no longer usable.
Revoke an invitation
- On the Pending tab, select the bin icon at the end of the row.
- Confirm with Revoke invitation.
The link stops working immediately and the invitation moves to Revoked. People who already joined through it stay in your workspace — to remove someone, deactivate them.
When an invitation expires
An expired link can't be brought back. Create a new invitation for the person.
What the invited person does
- They open the email and select Join now, or open the link you shared.
- The page shows your workspace's name and who invited them. For an email invitation, their email is already filled in and counts as verified.
- If they're new to Site Connect, they enter their full name, phone number and a password (at least 8 characters) twice, then join. They're signed straight in to your workspace.
- If they already have a Site Connect account (for example, from another company), they enter their existing password instead. After joining, they choose which workspace to open — see Workspaces.
- With a public link, they first choose between creating a new account and signing in with an existing one, and type their own email.
From then on they can sign in on the web or on the Site Connect app. Point them to Get the mobile app.
If the link has expired, been revoked or used up, the page says so and asks them to contact their workspace admin for a new link.
Good to know
- A person joining through an invitation gets the department, job title and roles from the invitation. Add their contract and hourly cost afterwards on their employee record and on Labour cost rates.
- The person's phone number must not already be used by someone else in your workspace.
- Seats are checked again when someone joins. If your plan filled up after you sent the invitation, they can't join until a seat is free.
- Each email address is one account.
first.last@andfirstlast@are two different people as far as Site Connect is concerned.