How to Add and Assign a New Team Member
How to add a new team member to your company in Onsite, assign them a role, and give them access to the right projects. Also covers how the member logs in after being added. Use this article when the person is not yet in your company at all. If they are already in the company and just need to be added to a new project, see How to Add an Existing Member to a Project.
Before You Start
- You need Admin access
- Have the member’s full name and mobile number ready. Onsite uses mobile number as the login credential, so this must be correct.
- Decide which role to assign before adding them. If you need a custom role, create it first via Settings, then Roles and Access, then the Roles tab.
How Members Log In to Onsite
Before adding a new member, it helps to understand how login works.
Onsite does not use email-based login or send any invite link. Members log in using their mobile number on the Onsite app or web portal. Once you add a member here with their mobile number, they can log in immediately using that number. No additional invitation or email is needed.
Share the following with every new member after adding them:
- Download the Onsite app (Android or iOS) or go to the web portal at app.onsiteteams.com
- Log in using the mobile number added by the Admin
- If prompted for an OTP, it will be sent to that mobile number
Step 1: Go to Settings
Click Setting in the left sidebar.
Step 2: Open Roles and Access
Click Roles & Access from the Settings menu.
The Team and Access tab opens by default, showing all current team members.
Step 3: Add a New Member
Click + Add Member in the top right corner.
A Member Setting popup appears with a search field.
Step 4: Create a New Party
If the person is not already in your system as a party (vendor, subcontractor, or other contact), click + Create Party at the bottom of the search list.
If they already exist as a party (for example, a subcontractor added earlier), search for their name and select them from the list. Skip to Step 6.
Step 5: Fill in Member Details
A form appears. Fill in the following fields:
| Field | Required | What to Enter |
|---|---|---|
| Party Name | Yes | Full name of the team member (e.g. “Rahul Sharma”) |
| Phone | Yes | Mobile number the member will use to log in. Enter without country code for Indian numbers (e.g. 9876543210). |
| Date of Joining | Optional | Select from the calendar. Useful for payroll and HR tracking. |
Click Save.
The member appears in the Team and Access list.
Step 6: Assign a Role
Find the member in the Team and Access list.
Click the Role dropdown next to their name.
Select the appropriate role from the list.
Common role assignments:
| Team Member Type | Suggested Role |
|---|---|
| Site staff, foreman | Site Engineer or Supervisor |
| Project in-charge | Senior Manager or Manager |
| Accounts team | Accountant |
| Procurement team | Purchase Manager |
| Stores or inventory | Warehouse Manager |
| HR or attendance | Associate HR |
| External client | Client |
| View-only stakeholder | Viewer |
| Subcontractor | Sub Contractor |
The role saves automatically when selected.
💡 If you need a role that does not exist in the list, go to the Roles tab in Roles and Access, create a custom role, and then come back to assign it. See How to Create and Edit User Roles.
Step 7: Assign Project Access
Click 0 Projects next to the member’s name in the Access column.
A list of all projects in your company appears.
Tick the checkboxes next to the projects this member should have access to.
Click Save.
The member’s Access column updates to show the number of projects they now have access to (e.g. “3 Projects”).
⚠️ A member with a role but no project access will log in and see an empty dashboard. Always assign at least one project before the member tries to log in.
What Happens Next
The member can now log in immediately:
- They open the Onsite app or go to app.onsiteteams.com
- They enter their mobile number
- They receive an OTP on that number and enter it to log in
- They see only the projects they have been given access to
Their account is active from the moment you save in Step 7. No further action is required from the Admin.
Adding Multiple Members
To add more than one member, repeat Steps 3 to 7 for each person. There is no bulk import for new members. Each member must be added individually.
Tips
- The mobile number entered must be correct. It is the only credential the member uses to log in. If the wrong number is entered, the member will not receive the OTP and will not be able to access Onsite. Edit the party details to correct it.
- Date of Joining is optional at the time of adding a member but is useful to fill in if your company runs payroll through Onsite, as it feeds into salary calculations and leave tracking.
- If a member already exists as a subcontractor, vendor, or client party in Onsite, search for them in Step 4 rather than creating a new party. Creating a duplicate party can cause confusion in reports and party ledgers.
- Members assigned the Client role can only see what they are given access to. They cannot see financial data, invoices, or internal project workings unless explicitly permitted through their role permissions.
- Always confirm the role with the member or their manager before assigning. Role changes after the fact are easy but can cause access issues during the gap.
- After adding a member, share their login details directly: app download link, their registered mobile number, and instructions to log in via OTP.
If Something Goes Wrong
| Problem | Likely Cause | What to Do |
|---|---|---|
| Member not found in the Add Member search | Not yet created as a party | Click + Create Party at the bottom of the search list and fill in their details |
| Cannot see the + Add Member button | Not an Admin | Ask your Admin to add the member or grant Admin access |
| Member added but cannot log in | Wrong mobile number entered | Go to Settings, then Roles and Access, find the member, edit their party details, and correct the phone number |
| Member logs in but sees no projects | Project access not assigned | Go to their Access column, tick the relevant projects, and click Save |
| Member logs in but cannot perform expected actions | Wrong role assigned | Go to the Role dropdown next to their name and select the correct role |
| Role dropdown does not show the role needed | Custom role not yet created | Go to the Roles tab, create the custom role, return to Team and Access, and assign it |
| Member receives OTP but still cannot log in | Number registered under a different account or company | Contact Onsite support to check whether the number is already registered elsewhere |
| Duplicate party created by mistake | Member already existed as a party | Contact Onsite support to merge or remove the duplicate party |