Invitations
An invitation is a formal request for someone to join your organization. Beelocity enforces consent-based membership — there is no way to add a user to an organization without them explicitly accepting an invitation. This protects user autonomy and creates a clear audit trail of how every member joined.
Lifecycle
Every invitation goes through a defined lifecycle:
| Status | Meaning |
|---|---|
| Pending | Sent and waiting for a response. The invitee has 30 days to respond. |
| Accepted | The invitee accepted — they are now a member with an active membership. |
| 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, send a new invitation.
Sending an Invitation
You need the Invite Users permission (included in Owner and Admin roles by default).
Navigate to Access Control > Invitations and click Invite Member. You will need to provide:
| Field | Required? | Description |
|---|---|---|
| Email address | Yes | Must match the invitee’s Beelocity account email, or the email they will sign up with. |
| Role | No | A role to automatically assign when the invitation is accepted. Saves a manual step. |
| Job title | No | Stored on the membership for display purposes (e.g., “Head of Logistics”). Not used for authorization. |
After sending, the invitee receives an email notification with details about the invitation.
Accepting an Invitation
For the person being invited:
- Existing users — sign in and go to the Pending Invitations page (accessible from the sidebar). You will see all pending invitations listed with the organization name and sender. Accept or decline each one.
- New users — sign up with the same email address first, then sign in and accept.
Acceptance is atomic — it creates the membership, assigns the pre-selected role (if any), and logs an audit entry, all in one step. The new member can start working immediately.
Managing Invitations
From the Invitations page, you can:
- View all invitations — see their current status, who sent them, and when they were sent.
- Cancel pending invitations — if you change your mind before the invitee responds.
- Re-invite — send a new invitation if a previous one was declined, expired, or cancelled.
Tips
- Double-check the email address before sending — the invitation is tied to that specific email. If the invitee signs up with a different address, they will not see the invitation.
- Pre-assign a role whenever possible — it saves time and means the new member has the right access from the moment they accept.
- Monitor expired invitations — if someone has not responded in 30 days, reach out to them directly. They may have missed the email or not yet created their account.