Site Access: portal users and the site portal

Business includes 50 active site portal users across your account (Site Control is unlimited). The Portal users section shows both counts — this project and account-wide. A worker added to a project gets a worker portal identity and counts in the active total while they have active project access, including through crew sign-off. Worker setup is designed never to stop site work: if adding a project worker crosses the included allowance, the account cap is raised automatically and the overage is recorded for a capacity conversation. Other manual additions or reactivations at a reached cap ask you to deactivate someone or contact us for an agreed limit increase. Deactivating someone frees capacity without deleting their identity or recorded sign-off and attendance history. There is currently no published per-user add-on rate.

They don't need an account — each portal user gets a personal magic link (Copy it from their row and send it). It opens their site portal with the project's details, documents, COSHH information and files.

On the worker's row in Portal users, click Rotate link (owners and admins only). This creates a new link and stops the old one working straight away, so a forwarded or bookmarked copy no longer opens the portal — and any contractor-app sign-in made with the old link is disconnected too. Then Copy the new link and send it to the worker; opening it restores their access (including re-linking the app). The worker's identity, sign-off and attendance history are kept — only the link changes. Rotate the link instead of Deactivate when you want to keep the worker but replace the link.

There is no fixed expiry date, but a link that goes unused for 90 days is switched off automatically. Any use resets the clock — opening the link, signing a document, checking in at the gate (including a remembered device), acknowledging the site induction, or using the contractor app. So a worker on your site regularly is never affected; this only retires links nobody has touched for three months. If you think a link has been shared, use Rotate link to replace it straight away rather than waiting.

It was probably retired for inactivity — links unused for 90 days switch off automatically, so an old forwarded copy cannot sit valid forever. Nothing is lost: their old identity, sign-off records and attendance history are all kept and still appear in your audit pack. To bring them back, add them again in Portal users (Access tab): enter their name and company and click Add portal user, then Copy their new link and send it. A retired person does not appear in the list, so there is no row to rotate — adding them creates a fresh identity with a brand-new link, which is deliberate, because the retired link must stay dead. One thing to expect: because it is a new identity, they will be asked to sign the current RAMS again before they can check in.

Yes — under Site access managers, assign an account member to this project. They get attendance and access-request visibility for this project only; full portal-user management stays with owners and admins.

No — the Site Access management surface (portal, attendance and files) is Business and above. Worker document sign-off via the crew link works on every plan and does not require those management screens. Putting a worker on a project still creates their worker portal identity for the job and includes them in the active portal-user count while assigned.

The worker's access can be approved while attendance stays off site. The gate page keeps that approved request ready: complete the required RAMS sign-off from the worker's site portal, return to the open gate page and choose Try check in again. The continuation uses the same private request and does not upload a second CSCS card or create a duplicate access request. If delivery was interrupted, it safely retries the worker's approval email before continuing. It then checks that both the worker and their project access are still active, and a successful check-in sends the project's configured attendance notifications.