Invite a colleague

You create a new colleague’s account with an invitation — there is no public sign-up. You give their email, their role (which decides what they can do), and, if you have more than one site, 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 under Roles and permission matrix.

Steps

The invite form. The role decides what the colleague can do; the site checkboxes (with multiple sites) 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 — this decides what they can do in the diary (permissions).
4. If you have more than one site, tick which sites they can access.
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.

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.