Sign-in places: who counts and what to do when they are full

Who counts

A person counts when they are active and have sign-in access on at least one project that has Site Access switched on and is in use (not archived, completed or a template). Workers, subcontractors, visitors and consultants all count the same way, and so does the account owner if they sign in through the portal.

It is not 25 per project, not 25 check-ins at once and not 25 new people a month.

Give or remove sign-in access

1. 1

   Open the project and click the Access tab.

   Site Access must be switched on for the project with the Project rollout toggle.

2. 2

   Find the person under Portal users and tick or untick Can sign in on site.

   Ticking it uses a place if they do not already have sign-in access on another Site Access project. Unticking it frees the place once they have no sign-in access on any Site Access project. They stay on the project either way.

When all 25 places are in use (Advanced)

Giving someone sign-in access is refused with this message: "Advanced includes 25 people who can sign in on site. Remove sign-in access from someone who no longer needs it, or upgrade to Business."

Adding a worker still works. You see: "Added to the project. They can sign documents and see site information, but can't sign in on site because your Advanced plan is at its limit (25 people who can sign in, Site Access on two projects at a time)."

The same happens if your account has Site Access on more projects than Advanced includes (for example after moving down from Business): nobody gets new sign-in access until you switch Site Access off on enough finished projects. People already signed in on site can still sign out.

To free a place, remove sign-in access from someone who has finished on site, switch Site Access off on a finished project, or move to Business from Settings, then Billing.

Site Access on two projects (Advanced)

Advanced includes Site Access on two projects at a time. Switching it on for a third project is refused with this message: "Advanced includes Site Access on two projects at a time. Switch off Site Access on a finished project, or upgrade to Business."

If everyone on the project fits in your free places when you switch Site Access on, they all get sign-in access straight away.

If they do not all fit, nobody is given a new place automatically. People who already have sign-in access on your other Site Access project keep it. The Choose who can sign in on site box opens on the Access tab: tick the people who should sign in on site and click Give sign-in access. Everyone else can still sign documents and see site information.

If your account is over a limit

An account can end up with more than 25 sign-in users or more than two Site Access projects, for example after a plan change. People who already have sign-in access keep checking in and out, so the live sign-in register and roll-call stay accurate.

New sign-in access and switching Site Access on for another project are refused until the account is back within the limits. Nothing is deleted or switched off for you. The Access tab shows which limit is exceeded so you can remove sign-in access, switch Site Access off on a finished project, or upgrade to Business.