Owned buildings and shared sites
A building on your Buildings or Sites list is administered by your organisation. A provider may administer its own site record without owning the physical building. An engagement to work at somebody else's building does not itself grant administration rights.
A shared site is one building used by several participating companies. Site administration, the payer, each company's work and report-reader access are separate responsibilities.
Accept the invitation first
Open your company's invitation, sign in using the invited email, complete any required agreement and accept the site invitation. Then open Shared sites. Do not create another copy of the same building because an invitation is still pending.
A company's first administrator can be invited during site setup. Existing companies manage their own portal users. Each company enrols its own staff once it has the relevant site access.
Who sets up what?
- Site administrator: the site's details, reporting cutoff, customer logo, locations in use, posters/NFC and invitations for the building's readers.
- Each participating company: its forms, location pairings, scheduled checks, staff and its own review section.
- Payer: the site's billing responsibility. Paying does not automatically grant every other permission.
- Report reader: only the approved report sections they are authorised to read.
The shared-site page shows the sections available to you. A missing control can reflect your company's participation rather than an error.
Company boundaries still apply
Providers see and act on their permitted work. The building's customer sees provider-level work records rather than a list naming another company's individual operatives. At a shared site, each company's approval is independent; an unapproved section is held.
If a provider leaves an owner-led building, use the supported end or handover process for its engagement and pending work. Past records stay intact; do not delete and recreate a company to erase its history. Ask support if you are unsure which transition to use.
Current guide: https://siteclara.com/support/shared-sites-and-providers