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.
Open an invitation and the road along the bottom of the page shows where it has got to: Pending → Accepted, the two steps of an invitation that goes the way you hoped. The other three endings hang off Pending, because declining, withdrawing and lapsing are all ways of not joining rather than stages of joining. Rest on a step to see when it was reached and by whom; click the step the invitation is at to open the map, which is where the other endings are picked.
Sending an Invitation
You need the Invite Users permission (included in Owner and Admin roles by default).
Navigate to Settings → Invitations and click New. Fill the form and choose Send — an invitation is not a draft you come back to, so there is nothing to save and nothing to edit afterwards. 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 — the invitation arrives in your Inbox (the bell in the top bar) as a Needs action item. Open it and Accept or Decline right there. The sender is notified of your answer either way.
- New users — sign up with the same email address first; any invitations sent before you registered are waiting in your Inbox the moment your account exists. Users who have not joined an organization yet also see their invitations as cards on the organization picker.
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, when they were sent and when they lapse.
- Withdraw a pending invitation — if you change your mind before the invitee responds. Open it, click the step it is at to open the map, and pick Cancelled. The invitee’s copy disappears from their inbox at the same moment.
- Re-invite — send a new invitation if a previous one was declined, expired, or cancelled.
The list is served a page at a time and narrows on its filter button by Status, Role, or an Expires / Sent window (Working with lists).
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.