Inviting Team Members and Subcontractors

BuildChart lets you invite owners, subcontractors, and customers to collaborate on your projects. This guide covers every way to add someone to your team — from project-level invites to admin waitlist approvals.

Project-Level Invite (Most Common)

The most common way to add someone is to invite them directly from a project:

1. Open the project from your dashboard.
2. Click Team in the project header.
3. Click Invite Someone.
4. Enter their email address.
5. Select their role: Owner, Subcontractor, or Customer.
6. Click Send Invite.
7. They receive an email from “[Your Name] via BuildChart” showing the project name and their role.
8. If they don’t have an account, they are prompted to create one before accessing the project.
9. If email is not yet configured: the system shows a copyable invite link — copy it and send manually via text or email.

Role Descriptions

Owner

• Full access to the project
• Can create, edit, and delete tasks
• Can approve or reject subcontractor work
• Can see budget numbers
• Can manage the team (invite and remove members)
• Can view the full activity log

Subcontractor

• Sees only tasks assigned to them (with a toggle to view all)
• Can mark tasks complete and submit for review
• Can log daily progress (hours, crew, notes)
• Can add delay hours to their tasks
• Cannot see budget numbers
• Cannot see tasks assigned to other subs (by default)

Customer

• Read-only portal view
• Can see overall project progress
• Can see their assigned selection tasks (decisions needed)
• Can mark selection tasks complete with their choice
• Cannot see budget numbers
• Cannot see subcontractor details

What the Invitee Receives

When you send an invite, the recipient gets an email with:

• From: “[Your Name] via BuildChart”
• Subject: “[Your Name] invited you to [Project Name]”
• An info block showing: invited by (name and email), project name, and their role
• A large Accept Invitation button
• A note that the invitation expires in 7 days

If email delivery is not configured, the system displays a copyable invite link in the Team modal. Copy it and send it directly via text message, email, or any other channel.

Inviting Someone Already on BuildChart

If the person you’re inviting already has a BuildChart account, enter their email in the Team invite form as usual. They receive a notification that they’ve been added to the project, and it appears in their dashboard immediately — no invite link needed.

Platform-Level Invite (Admin Only)

Super admins can invite people directly to the platform without going through a specific project:

1. Go to the Admin section and open Waitlist & Invites.
2. Click the Send Manual Invite button.
3. Enter their name, email, and role.
4. Click Generate Invite.
5. If Resend is configured, the invite email sends automatically.
6. If not, copy the link from the modal and send it manually.
7. The invite link expires in 7 days.

Waitlist Approval Flow

When someone requests access via the waitlist:

1. They sign up and are placed on the waitlist.
2. Admin receives notification of the pending application.
3. Go to Admin → Waitlist & Invites to review.
4. Click Approve to send them an invite email.
5. Click Reject to decline — no email is sent.
6. Approved users receive an email with a link to create their account.
7. Once they sign up, they can be added to projects.

Removing Someone from a Project

1. Open the project and click Team.
2. Find the team member in the list.
3. Click the remove button next to their name.
4. They immediately lose access to the project.
5. Their completed work and logs remain in the project.

Common Questions

Can a subcontractor be on multiple projects?
Yes — invite them to each project separately. They see all their projects in their dashboard.

Do subcontractors pay for BuildChart?
No — only the project owner pays. Subcontractors and customers you invite are always free.

What if the invite email bounces or isn’t received?
Use the copy link option in the Team modal, or use Send Manual Invite in the admin panel to generate a fresh link to send manually.

Can I change someone’s role after inviting them?
Yes — open Team, find the member, and use the role dropdown to change their role.