Invite codes and grants

Adding an external firm without an existing organisation ID generates an invite code — an HSP-XXXXXXXX string that the contractor redeems from their own account to bind the relationship. This article covers the whole lifecycle of that code, and the grant underneath it.

What it is

A contractor grant is the landlord-side record of one contractor relationship: its status (invited, active or suspended), what evidence access it carries, and — while unclaimed — the invite code itself. Work orders are sendable the moment the grant exists, whether or not the contractor has redeemed anything yet; redeeming the code only binds the relationship to their own organisation, it doesn’t unlock anything that was blocked before.

How to do it

1. When you add an external firm without linking an existing organisation, the invite code appears on screen once and again on the contractor’s own card afterwards.
2. Share the code with the contractor directly — there’s no separate invite email unless you supplied a contact email when adding them.
3. If it hasn’t been redeemed yet, select Resend to email it again (only available once, with a contact email on file), or Revoke to withdraw the outstanding invite — the contractor relationship and its “Unclaimed” status remain, only the invite itself is withdrawn.
4. To suspend an already-active contractor, open their entry and set its status to Suspended — no new work orders can be sent until you reactivate it.
5. As the contractor, redeem the code from Settings → API & webhooks → Join a landlord (visible only to a contractor-kind organisation) by entering it and selecting Redeem code.

How it integrates

Redeeming a code only succeeds from a genuine contractor-kind organisation with module-admin access to Contractors on their own side — it binds that organisation’s id onto the grant and clears the code so it can’t be reused. Every grant, invite, resend, revoke and redemption is written to the audit log on both sides of the relationship. Evidence access on a grant defaults to own records — a contractor only ever sees evidence for work you’ve sent them, never your wider register; setting it to none removes even that.

Common problems

• The contractor says the code doesn’t work. Codes are single-use and case-sensitive in format (HSP- followed by eight characters) — check it hasn’t already been redeemed, or that it wasn’t mistyped.
• I revoked an invite by mistake. The contractor entry itself is untouched — add a fresh invite or reissue credentials from the same entry rather than starting over.
• A suspended contractor still shows old work orders. Suspending only blocks new dispatch — work already sent to them before suspension isn’t recalled or hidden.