Nobody joins an organization without accepting an invitation. You send the invitation, and the person decides. So every member has agreed to join, and nobody is added without knowing.
Sending an Invitation
To send invitations, you must be the organization’s owner, or hold a role that has the permission to create invitations. The other built-in roles do not have it.
- Go to Settings → Invitations and click New.
- Enter the invitee’s Email. It must match the email on their Beelocity account, or the email they will sign up with.
- You can type a Job title, such as “Warehouse manager”. It is for information only and gives no permission.
- You can pick a Role, such as Sales clerk. Beelocity grants it when the invitee accepts, so they can start working at once.
- Click Send.
Only the owner can attach a built-in role. Anyone else can attach only a role whose permissions they hold themselves.
The invitee receives an email. If they already have an account, the invitation also reaches their inbox. An invitation expires after 30 days if nobody answers it.
Tip: If the invitee has no Beelocity account yet, they must first sign up with the same email address that the invitation was sent to. The invitation will be waiting for them when they sign in.
Accepting an Invitation (The Invitee’s Side)
If you have been invited to an organization:
- Sign in to Beelocity, or sign up first if you do not have an account.
- Find the invitation at the top of the Choose organization page, under Pending invitations. It shows the organization’s name and who sent it.
- Click Accept to join, or Decline if you do not wish to.
The invitation also waits in your Inbox in the sidebar, as an item that needs your action. You can answer it there too.
Acceptance is immediate. Beelocity creates your membership and grants any role that the invitation carries. If the invitation carries a role, you can start working right away. If it carries none, wait until someone gives you a role. Beelocity records the action in the audit log.
What Happens on Acceptance
When someone accepts an invitation:
- A membership links their user account to your organization.
- If you pre-assigned a role, Beelocity grants it automatically, so you have nothing more to do.
- The role appears in Settings → Members, where you can manage the member’s roles. That list holds one line per role, so a new member without a role has no line yet. To give them one, click New on that page.
Invitation Statuses
| Status | Meaning |
|---|---|
| Pending | Sent and waiting for an answer. The invitee has 30 days. |
| Accepted | The invitee joined the organization and is now a member. |
| Declined | The invitee chose not to join. |
| Cancelled | Someone withdrew the invitation before the invitee answered. |
| Expired | 30 days passed with no answer. |
After an invitation leaves the Pending state, it is final and you cannot reopen it. To invite someone again after they declined, or after their invitation expired, send a new invitation.
You can withdraw a pending invitation from the Invitations page if you change your mind before the invitee answers. Open it, click the step it is at to open the list of moves, and pick Cancelled. To withdraw several at once, select them in the list and choose Delete in More actions.
Tips
- Invite key team members early. If your core team joins before you start configuring the system, they can help with setup and learn the platform with you.
- Pre-assign roles to save time. New members can start working at once, and nobody has to assign a role by hand.
- Use job titles to say what each person does. A job title shows on the invitation and in the Invitations list, and it does not affect permissions.