How to Invite Your Crew to ConstruTrack (Step by Step)

One of the fastest ways to break your daily reporting habit is to make it a one-person job. When every trade submits their own report, the GC gets a complete picture of the day without chasing anyone. But that only works if your crew is actually in the system — and invited with the right role.

This guide walks through how to invite supervisors and subcontractors to your ConstruTrack project, what each role can and can't do, and how to remove someone cleanly when they're off the project.

Why Digital Invitations Beat Group Chats

Sending a link via text or email and hoping everyone creates an account sounds simpler — but it creates real problems. You have no visibility into who actually joined, no way to control who can see what, and no clean way to remove someone when their scope is complete.

A project-based invitation system solves all three:

• Access is explicit — only people you invite can see the project
• Roles are enforced — a collaborator can't access settings or other trades' reports
• Removal is instant — one click revokes access with no ambiguity

When a project closes out and you remove a subcontractor, they lose access immediately. No lingering visibility into your project data.

Step-by-Step: How to Invite a Team Member

Team invitations are managed from the project Settings page, which is only accessible to owners.

1. Open your project and click the Settings tab at the top of the page.
2. Find the Team Members section. You'll see the current list of members and their roles.
3. Click "Invite Member." A form slides open below the list.
4. Enter the person's email address. This is the email they'll use to sign in — it should be the same email as their Google account.
5. Select a role — Supervisor or Collaborator. See the roles section below for guidance.
6. Click "Send Invite." ConstruTrack sends them an email with a link to join the project.

That's it. The invitation is sent immediately. When they click the link, they're taken directly into the project — no separate account creation step required if they sign in with Google.

Roles Explained

ConstruTrack has three project roles. Each one controls what the person can see and do within the project.

Owner

The owner creates the project and has full access to everything: all reports from all trades, project settings, team management, recipient lists, and billing. There is one owner per project. The owner is the GC or whoever is managing the whole operation.

Supervisor

Supervisors can submit daily reports and see all reports from all trades — the same view as the owner, except they can't access project settings or billing. Use this role for your own foremen or project managers who need visibility across the whole project.

Collaborator

Collaborators are designed for subcontractors. They can submit their own daily report, but they can only see their own reports — not what other trades submitted. This is the correct role for specialty subs: electrical, plumbing, HVAC, framing, and any other trade you want to keep reporting without giving them visibility into the broader project.

Collaborator access is free — you don't need to pay for subcontractor seats. Your sub doesn't need a ConstruTrack subscription. They just accept the invitation and start submitting.

What the Invitee Sees

When you send an invitation, your crew member receives an email from ConstruTrack with a link to the project. When they click it:

• If they already have a ConstruTrack account, they're taken straight to the project after signing in.
• If they're new to ConstruTrack, they sign in with Google — no form to fill out, no password to create. The account is created automatically and they land on the project.

From their first day, they can open the daily report form for your project and start logging work. Their reports appear in your owner view immediately after they submit.

How to Remove a Team Member

When a subcontractor finishes their scope or a supervisor moves off the project, you can remove them from the team in seconds:

1. Go to Settings → Team Members in your project.
2. Find the person in the list.
3. Click Remove next to their name.
4. Confirm the removal.

They lose access to the project immediately. Their previously submitted reports are preserved in your project record — removing someone doesn't delete their work. You just close their access going forward.

Note: you can't remove the project owner, and you can't remove yourself. Ownership can't be transferred in the current version.

A Note on Inviting Collaborators

Subcontractors are often skeptical of new tools — especially if they're being asked to add another app to their day. The key message to give them: it takes under five minutes per day, there's nothing to download, and they sign in with their existing Google account. No onboarding, no training, no new passwords.

When you invite a sub as a collaborator, their daily report goes straight into your project record. Their work gets included in the master PDF. The GC stops having to chase updates — the sub's report is already there.

If you're ready to get your whole crew reporting digitally, start your free ConstruTrack project today — no credit card required.