How do people, invites, and roles fit together?

People (top-level) is the full roster: everyone tied to your organization, employee or not, and what relationship connects them. HR & crew adds the office-side detail — pay basis, certifications, the paperwork a crew carries. Enrollments is where a new hire's paperwork actually gets collected and checked off.

People has two tabs for an admin. Crew is the roster above. Access (also Settings → People & access) is who can sign in, their company role and the invitations still out, and it holds Add people: one person, a crew at once, or a sign-up link a new hire fills in themselves. For one person you give their name, their email and a role, and adding them sends the invitation. They get an email from us with a link to choose their own password — nobody sets it for them — and the link works once, for seven days. Using it signs them straight in: your own people land in the workspace, a client, vendor or subcontractor lands in their portal.

If email isn't switched on for your workspace, or the address is one we can't send to, nothing is sent and you get the link on screen instead, shown once, to hand over yourself. Someone who already uses Veristep with another firm keeps their one login: they get a heads-up and find your firm in their organization menu next time they sign in. If that login's email address has never been confirmed as theirs — by an emailed link, a password-reset email or their company sign-in — your firm stays closed to them until they confirm it from a link we email, and People & access shows them as waiting on email verification. A firm on company sign-in gets no password at all — the email tells them to choose Sign in with your company.

Each person on People & access shows whether they have got in: Invited, with the date and how it went, until they sign in, then Signed in with the date. For anyone who hasn't, Resend invite sends a fresh email and Copy invite link gives you a fresh link to hand over; either one stops the old link working. Three sends to one person an hour is the limit. Adding someone from HR & crew, the Add your team paste, External access or a spreadsheet import sends the same invitation.

Job roles are separate on purpose. A firm-wide role (administrator, technician) decides what someone can reach at all; a job role (inspector, reviewer, coordinator) decides what they do on a specific job, and is assigned per project on the Job roles page rather than following the person everywhere. Someone can be a reviewer on one job and just a technician on the next.

Anyone on your staff can walk a job, whatever their role at the firm. In a smaller firm the owner, a manager or whoever handles HR is often the one on site, so field mode lists your firm's open jobs under Walk a job. One tap puts you on that job as a technician and opens its open checks, and from then on you record steps, photos and readings there like anyone on the crew. Your admin and managers can choose to walk in as an inspector, supervisor or project manager; anyone else who needs one of those roles asks an admin for it. Each walk-on is noted on the job's record, and an admin can change the role on the Job roles page like any other.

Removing a person from the roster does not touch what they already signed, captured, or approved — that stays on the record with their name on it, the way every other piece of evidence does.