Add a person and invite them
Add someone new, then send them their invitation link.
- For:HR
- Takes:3 minutes
- On:computer or phone
Before you start
- You have the HR administrator role, or you are the owner.
- You know their name, joining date, job and who they report to.
- Their mobile number is optional. You need it only to send the invitation by WhatsApp.
Add them
- Open People and press Add employee. Four short steps, then you can send the invitation. Nothing is saved until you add the person on the last step.
- In Who is joining?, enter the First name and Last name. Mobile number is optional, and needed only for WhatsApp. Work email (optional) can stay empty too.
- Check the Joining date. Today or earlier, and they are marked as joined and can clock in today. A later date keeps them as not joined until then.
- Press Next: their job.
Four short steps, then you can send the invitation. Nothing is saved until you add the person on the last step.
- Who
- Their job
- Access
- Review
A star means the answer is needed.
- Choose the Department, Designation, Office and Reports to. They approve leave and attendance fixes. If no one, it goes to HR.
- Press Next: access. Under What can Kavya do?, tick up to 3 roles.
- Under How is attendance recorded?, choose Clocks in on the app or HR marks it, then choose their Shift.
- Press Next: review, check the summary, then press Add Kavya.
Watch out
Only the owner can give Manages a team, HR administrator and Finance.
Tip
Without a mobile or email, you can still show a QR code.
Send the invitation
- You see Kavya Deshmukh has been added. Below it, the invitation card says Now send Kavya the invitation.
- Press Share on WhatsApp, Copy link, Email it or Show QR code. Share on WhatsApp shows only when you entered a mobile number.
- Kavya needs this link and the code AT-0008. The link works once and lasts 72 hours.
Kavya is marked as joined.
Still to do: Kavya adds date of birth, address and emergency contact after signing in.
Kavya needs this link and the code AT-0008. The link works once and lasts 72 hours.
Watch out
The link and the code travel together, so anyone who gets this message can set up the account. Send it only to the person.
Tip
Link lost or expired? Open People and press Invitations. Choose the Employee. Under What can they do?, keep at least one role ticked. Under How to send the invitation, Email the link is chosen when the person has an email: press Send invitation. Or choose Share a link and press Create link.
If something goes wrong
| What you see | What to do |
|---|---|
| AT-0004 belongs to Meera Joshi. Use AT-0008 or open their profile. | Use the code it suggests. If it is the same person, open their profile instead of adding them again. |
| Enter a mobile number with 10 digits, such as 90000 00006. | Check the number and enter its 10 digits. |
| No shift has been set up yet. Add one under Attendance settings; until then there is nothing to choose here. | Save a shift first. See Attendance rules. |
| Head office has no map location yet, so office clock-in won't work. Set it now or choose Anywhere. | Press Set location, or choose Anywhere. |
| Only the owner can give this role or its abilities. Ask the owner. | Untick that role, or ask the owner to give it later. |
| Your role cannot add people. The owner can give you access. | Ask the owner for the HR administrator role. |
| The invitation link was shown once and cannot be shown again. Open the profile to make a new one. | Make a new link from Account invitations: People, then Invitations. |