Beelocity uses a consent-based membership model — no one is added to an organization without explicitly accepting an invitation. This ensures every member has agreed to join, and no one is enrolled in an organization without their knowledge.
Sending an Invitation
You need the Invite Users permission to send invitations (this is included in the Owner and Admin roles by default).
- Go to Settings → Invitations and click New.
- Enter the invitee’s email address — this must match the email on their Beelocity account (or the email they will sign up with).
- Optionally pre-assign a role (e.g., “Inventory Clerk”). If you set a role, it will be granted automatically when the invitee accepts, so they can start working immediately with the right permissions.
- Optionally set a job title — this is informational only (e.g., “Warehouse Manager”). It appears on their membership record but is not used for authorization.
- Click Send.
The invitee receives an email notification. Invitations expire after 30 days if not responded to.
Tip: If the invitee does not have a Beelocity account yet, they need to sign up first using the same email address the invitation was sent to. The invitation will be waiting for them once 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).
- Open your Inbox from the sidebar — the invitation is waiting there as an item that needs your action, showing the organization name and who sent it. (If you have no organization yet, the invitation also appears right on the organization picker.)
- Click Accept to join, or Decline if you do not wish to.
Acceptance is immediate — a membership is created, any pre-assigned role is granted, and you can start working right away. The action is recorded in the audit log.
What Happens on Acceptance
When someone accepts an invitation:
- A membership is created, linking their user account to your organization.
- If you pre-assigned a role, it is automatically granted — no additional setup needed.
- The new member appears in Settings → Members where you can manage their roles.
Invitation Statuses
| Status | Meaning |
|---|---|
| Pending | Sent and waiting for a response. The invitee has 30 days. |
| Accepted | The invitee joined the organization and is now a member. |
| Declined | The invitee chose not to join. |
| Cancelled | The sender revoked the invitation before it was answered. |
| Expired | 30 days passed with no response. |
Once an invitation leaves the Pending state, it is final and cannot be re-opened. To re-invite someone who declined or whose invitation expired, simply send a new invitation.
You can cancel any pending invitation from the Invitations page if you change your mind before the invitee responds.
Tips
- Invite key team members early — having your core team on board before you start configuring the system means they can help with setup and learn the platform together.
- Pre-assign roles to save time — new members can start working immediately instead of waiting for manual role assignment.
- Use job titles to keep your member list organized — they make it easy to see each person’s real-world role at a glance, even though they do not affect permissions.