Invite a colleague

You create a new colleague’s account with an invitation — there is no public sign-up. You give their email and their role. The role already decides what the colleague can do and which modules they can reach; all you choose — if you have more than one site — is which sites they can access. The colleague sets their name and password via the link in the email, and signs in with the assigned role.

Before you start

• Permission: the invite right — user:invite. Without it you do not see the Invite tab.
• Know the role in advance: what permissions the person should sign in with (e.g. Shift leader, Administrator). You manage roles and their module access under Roles and permission matrix — on the invite form they are shown, not editable.
• You can only invite up to your own level: into a role that has no more permissions than yours, and to sites you can access yourself. (This limit does not apply to the System administrator.)

Steps

The invite form. The role decides what the colleague can do and which modules they reach — the What the role decides box shows it. With multiple sites, the site cards decide which sites’ data they see.

1. Open the Invite tab in the management area.
2. Enter the colleague’s Email address.
3. Choose their Role. The What the role decides box appears below it: the Modules the role can reach and, with multiple sites, its Site access (Selected sites or All sites).
4. If you have more than one site, click the site cards under Which sites they can access — select at least one. If the role sees every site there is nothing to select; the form says so.
5. Click Send invite. “Invitation sent.”

What happens at the colleague’s end

The colleague receives an invite email. Via the link, on the Activate your account page, they set their display name and password, then sign in with the assigned role. There is no public sign-up — access always comes from an invitation.

If it worked

The invited person appears in the Invite tab’s list as pending until they activate their account; after that they are registered. If the email did not arrive, you can resend the invite from the list, or revoke it.

Common problems

What you see	Why	What to do
No “Invite” tab	You do not have the user:invite permission.	Ask your admin.
The colleague did not receive the email	Spam folder, a mistyped address, or a delay.	Resend the invite from the list; check the address.
I invited them with the wrong role	The role is decided at invitation time.	If still pending, revoke and re-invite; if already signed in, change their role under Users/Roles.
No site can be selected	A single-site organisation has no site selector.	Normal; the colleague accesses the one site.
“Select at least one site…”	The role is bound to sites and you selected none.	Click at least one site card and send again.
A role is greyed out: “broader than your own role”	The role has more permissions than yours — you cannot invite into it.	Pick another role, or ask the System administrator to send the invite.
A site is missing from the cards	You can only assign sites you can access yourself.	Ask someone who has access to that site.
The role cannot reach a module	Module access is a setting of the role, not of the invitation.	Turn it on for the role on the Permissions tab, on the module’s sub-tab.

Related

Roles and the permission matrixThe roles you assign at invitation time.

Account settings: name, password and languageWhat the invited person sets in their own account.