Team & People

View your project team, check who’s who, and manage members.

How to find your team:

• Tap the People icon in the bottom bar (fifth icon, on the far right, looks like a person outline)

What you’ll see:

• A list of everyone on the project, grouped by role (Admins, Members, Followers)
• Each person shows their name, trade/profession, and email
• A green “On Site” badge if they’re currently checked in
• A count at the top showing how many people are on site today

Viewing someone’s profile:

1. Tap the People icon in the bottom bar
2. Tap on the person’s name
3. You’ll see their full details:
   • Contact information (tap their email or phone number to contact them directly)
   • Their certifications and qualifications
   • Their site attendance history (admins can see this for everyone)

Profession: their own unless this project set one. See the “account” topic.

Inviting someone to the project (admins only):

1. Tap the People icon in the bottom bar
2. Tap the round + button in the bottom-right corner
3. Tap “Add People”. The screen it opens is still headed “Invite People”, which is the same thing
4. Pick people you already work with from the list, or type an email address into the row under it for anybody new. Every row gets its own role (Admin, Member or Follower) and its own trade
5. Tap “Invite 1 Person” (or “Invite 4 People”, and so on)
6. That is it. They have the access straight away, with nothing to accept. Somebody who has not made a BuildersAI account yet gets it the moment they do. They are emailed either way, and there is no code to share

Adding people on the web app (admins only): the People page has an “Add people” button, and the dialog it opens is a single list:

1. The list starts with people you already work with, everybody on the other projects in your organisation, ordered by how many projects each one is on. Search it by name, email or trade. Click somebody to add them as a recipient rather than typing their address from memory
2. For anybody not on that list, type their email into the row pinned to the bottom of the list and press Enter. Paste a whole column of addresses and you get a row each. If an address is one slip away from one used by somebody you already work with, or from a common one such as gmail.com, the row asks “Did you mean …?”: tap or click the suggestion to use it
3. Every recipient row has its own role and its own trade, under the headings Role on this project and Trade, so one send can invite a site manager, two labourers and a client. The role defaults to Member. Somebody whose trade we already know keeps it, and the row says so instead of asking. Under What they can access, an owner or admin of the company can also give everybody on the list a place in your organisation. That puts them on every project the company has, so a row then offers no role lower than the company gives. Beside the button the form says in a sentence who will be on the project, in what role, and whether anything else changes for them
4. A row can be set to Follower as well (read-only, for clients and outgoing subcontractors). The per-row role and trade work the same way on the phone as they do in the browser
5. Under somebody you picked, a Holds line lists the certificates they already have, such as their CSCS card or SMSTS, marked where one has expired or is about to. So you know what they bring before you add them. It is the same on the phone

The certificates you see are only the ones you could already see. A Holds line shows the cards of somebody who is an admin or member on another project you run, which you could open on that project’s People page anyway. Nothing is shared between companies for it. If there is no Holds line, it means you cannot see their cards from here, not that they have none: ask them, or add their cards once they are on the project.

Adding somebody gives them the access there and then. If they already have a BuildersAI account, the project is simply there the next time they open the app or the website. If they do not, the access waits on their email address and starts the moment they sign up. There is nothing for them to accept, and they are emailed either way. The email comes from you. Your company is beside your name when you are one of its owners, admins or staff, and a reply goes straight to the email address you sign in with, so the person you added will see that address. With no name on your profile it comes from BuildersAI instead.

If the email does not go, the result says so. After you add people, each line in the result shows whether they were emailed. A line saying the email did not go means they have the access but do not know about it yet, and somebody without an account will not find out any other way. If the address is wrong, remove them and add the right one. If it is right, add them again, which sends the email again, or tell them yourself. An address that cannot be an email address at all (two @ signs, a space in it, or two addresses pasted into one row) is turned away before anybody is added.

People who have not signed up yet (admins only):

• These are people you have given access to who have not made a BuildersAI account yet. They are not in the People list until they do
• On the phone, the People screen shows a banner near the top saying how many are waiting to sign up. Tap it. In the browser, click the “Not signed up” button at the top of the People page
• The list is headed “Waiting to sign up”. Each row shows the email address and the role they will hold. Nothing expires: the access stands until somebody takes it away
• Each row also carries a badge for the email we sent them: Pending, Sent, Delivered, Delayed, Marked as spam or Undeliverable. Look at it first when somebody says they never heard from us
• Undeliverable usually means the address is wrong, or their mail server is refusing us. Where it told us why, the reason is behind the badge: tap it on the phone, hover over it in the browser
• Send again sends the same email again: once a day, counted from the last email we sent them about joining, which the row shows. It is not offered beside Undeliverable or Marked as spam. If it is refused, the row says why
• You are told when an invitation you sent does not arrive. If the email bounces, is marked as spam, or goes to an address we are not allowed to mail, you get a notification in the app and on your phone, once for that invitation, and tapping it opens this list. The exception is an invitation to a company project you are not on yourself (possible only while company-wide access is off, or you are excluded from it): you are not told, so check Not signed up for the Undeliverable badge
• An address cannot be corrected on this list. Take the row away with the bin icon and add the person again, or, if you run the company, use Use a different address on its People list (the “organisation_people” topic)
• The bin icon beside them takes the access away at once, with nothing to confirm. They get nothing when they sign up

People asking to join from the site poster (admins only): A site poster that allows it lets a new starter join without anybody typing their email address. They scan the poster, create an account with whatever email they have, confirm it with the code we send, and tap Ask to join. Nobody gets in until an admin says yes, and until then they cannot see the drawings or the tasks.

• Every admin on the project gets a notification, “Sam is asking to join”, and in a browser the Home page’s Needs you list says so too
• Tap the notification, or open People: the requests are at the top, under Asking to join, with the email they confirmed, when they asked and which poster they scanned
• Tap Let in as member for somebody who will do the work, As follower for somebody who only needs to look, or Turn away. Nobody is let in as an admin from a request: make somebody an admin afterwards from their profile if they need it
• Letting somebody in takes a seat like adding them any other way, so a full plan refuses it and the request stays waiting
• They get a notification saying they are in, and the project is on their list when they open the app
• A request goes by itself if the person is removed from the project first, or is added some other way, and a demo project with no company takes no requests at all

To make a poster that allows it, see “Site poster” in the “project_settings” topic. The poster’s address works in a message too, so you can paste it into the crew’s WhatsApp group.

Removing a member or changing their role (admins only):

1. Tap the People icon in the bottom bar
2. Tap a member’s name to open their profile
3. On the phone, tap the role badge under their name to change them between Admin and Member. Those are the only two that screen offers; Follower is set from All projects, or in the browser
4. Or tap Remove from Project to remove them. They lose access immediately. Their photos, files, and work items stay in the project (marked as “Deleted User” if they’re also fully gone)

• You can’t remove yourself this way: another admin on the project, or an owner or admin of your organisation, has to. Or delete the project
• Remove from Project takes them off this project only. To take somebody off the company and all its projects at once, an owner or admin does it from the company’s People list, which says what it costs first. See the “organisation_people” topic

Or ask me (admins only): “add tom@ashworth.co.uk as a member”. I put a box in the chat, filled in. Correct it, tick it, press the button: your press makes the change.

Taking somebody off when they are on the job through your company: this is the gentler of the two removals, and in the browser the box tells you so before you confirm. It is headed “Remove from this project”, and:

• They stay on your organisation’s people list and on every other project they are on. Only this job closes to them
• Their task assignments here are kept, so nothing is lost if you let them back in
• It can be undone. They drop to an Excluded from this project list at the foot of the People page in the browser, with a Let back in button beside them. That row also says what role they would come back as, or that there is no access here for them to come back to

Taking off somebody who was added to this project directly is the harder one: it clears their assignments here, and adding them back later does not bring those assignments back. The phone shows the same short warning whichever kind it is, and has no excluded list, so use the browser when you want to see which one you are doing.

Changing what somebody can do, in the browser: their profile shows a role badge, not a dropdown. Next to it, admins get a Permissions button (it never appears on your own profile). It opens the two sides of what a person is allowed:

• In your organisation, if the project belongs to one: what they are to your company as a whole. Only an owner or admin of the organisation can change that. Everybody else sees it, and is told who to ask
• On each project: one line per project you administer, and on each line a choice of Project Admin, Project Member, Project Follower, or “Not on this project”. Where the organisation is already giving them a role, “Organisation default” is offered as well
• A role badge with a dashed edge and · org after it means they hold that role because they are staff at your organisation, not because somebody put them on this job. The same dialog is where you change it

Everybody across all your projects (admins): the People screen above is one project. If you run several jobs, there is one screen for all of them.

1. Click the BuildersAI logo at the top left, or click the project name in the same row and choose All projects at the foot of the list
2. Click People in the row of tabs above the panel. That row only carries People if you administer at least one project. On the phone: the “all_projects_mobile” topic
3. You get everyone working across the projects you administer, the busiest first. If you work for more than one company on BuildersAI, it covers the one picked in the header

Each row says how many of your projects that person is on, how many open items they are carrying, and how many of those are overdue. Anybody signed in on site today gets a green On site badge, and the line under their name names the job and the time they arrived, told in that site’s own time rather than yours. When somebody is on site, an On site now button appears above the list to narrow it to just them. Click a name to open their details. A name that will not open belongs to somebody who is only a follower on your jobs.

If you administer the organisation these projects belong to, this tab shows your organisation’s own people list instead, with each person’s standing and the seats in use (ask about your organisation and seats, the “organisation_and_seats” topic). Both lists carry the Reassign button below.

Handing one person’s open work to somebody else: any row with open work on it has a Reassign button. It is for when somebody leaves, goes off sick, or is simply carrying too much.

1. Click Reassign
2. Tick the work to move. It is their open work across every project you administer, 50 at a time, and each line carries the item number and the job it belongs to. Finished and closed items, reminders and notes are left out of it. If there are more than 50, move these and open it again for the rest
3. Pick who takes it on, from the list beside it. Only somebody who is on every project in your selection can be picked. Anybody else is greyed out and says “Not on 2 of these projects”, so untick the odd job and they become available
4. Click “Reassign 12 items” (the button counts what you ticked)

The person you started from comes off each item and the one you picked takes their place. Anybody else already assigned to the same item stays on it. It is all or nothing: if one item cannot move, none of them do. The new assignee is notified once for every item, each change goes into the project’s activity, and there is no undo, although you can reassign it back.

Beside People there is a Certifications button, which is the card watchlist across the same projects (ask about certifications, the “certifications” topic).

Web-app extra: Member names are clickable across the compliance dashboard, project dashboard, site presence, and “Who viewed” dialogs. Tap any name to jump to that person’s profile.

Everybody, across every job you run (web app, admins only): click the BuildersAI logo in the top-left corner to reach All projects, then click People. It lists everyone on the projects you administer, busiest first, with what each is carrying and who is on site now, and it is where you hand one person’s open work to somebody else across several jobs at once. See the “all_projects” topic.

Searching for a team member:

• Tap the search icon (magnifying glass) at the top of the People screen
• Or ask me: “What’s John’s phone number?” or “Who is a qualified electrician?”

Roles explained:

• Admin. Full control: manage the team, upload drawings, change project settings, create announcements, manage billing
• Member: Can upload photos and files, create tasks, check in/out of site. Their certifications are entered for them by an admin
• Follower: read-only, except that they can comment and add photos on a task they are assigned to or created. AND a narrower view than everyone else. A follower sees only the tasks they are involved in, not the whole project’s. For the full picture of what a follower can and cannot see or add, ask about permissions (the “permissions” topic)