Join requests and onboarding

New teammates don't need an invite email to get started. They sign up themselves with their work email address, and LockLedger matches them to your company automatically by that email's domain. You just have to review and approve them.

How someone asks to join

When someone signs up with an email address whose domain matches your company, a join request is created for you to review. Nothing else happens automatically — no account is created on your side, no seat is billed, and they cannot see or touch anything in LockLedger until you decide.

Reviewing a request

As an Admin, open Users from the admin dashboard (Admin User Screen). If anyone is waiting, you'll see a Requests to Join panel above the user list with their name and email. Each request has two buttons: Approve and Reject. Managers don't see this panel — only an Admin can approve or reject a join request.

Clicking Approve opens a dialog where you pick their role — Admin, Manager, Tech, or Operator. It defaults to Operator, the free role, so a request never gets approved into a paid seat by accident. Once you confirm, they can sign in immediately with the password they already chose at signup. There's no temporary password and no separate setup step for them.

Admin / Manager or Tech seats

Billable. Approving into any role except Operator adds to your active seat count the moment you confirm.

Operator seats

Free and unlimited. This is the role for anyone who only needs to report a problem.

There is no undo

1. 1

   Wrong role

   Open the person in Users, change their role, and save. This is the fix for almost every mis-approval — most mistakes are the role, not the person.

2. 2

   Wrong person, but they might need access later

   Edit the user and turn their account inactive. An inactive account can't sign in, and it stops counting toward your billed seats, but the account and its history stay intact if you need to reactivate it. You can't deactivate your own account, for obvious reasons.

3. 3

   Wrong person, remove them entirely

   Delete only works for an account with no ticket, labor, LOTO, or attachment history yet — which is exactly the case right after a mis-approval, before they've done anything. If the Delete option isn't there, they already have history and deactivating is your only option.

Rejecting a request

Reject only affects your company's copy of the request. If the same person also matched a different company, that company's request is untouched and still waiting on that company's Admin. After a rejection, the same person requesting to join your company again is a silent no-op — it won't create a second request or bring them back into your queue. If they really do need to join later, that has to go through you directly.

What happens at the other company

If the same person matched more than one company and gets approved at one of them, their pending request at every other matching company quietly disappears from that Admin's queue. There's no notification and no explanation shown — it simply stops being pending, because the person now belongs to a different company and can't belong to two at once.