Invite employees
Invite employees, admins and guests step by step, try out new hires at low cost, manage invitations and look after employees.
Settings → Organization → Team, or the Team page in the sidebar. The button is called Invite person; in the Guests tab it is called Invite guest. Admins can invite. Whoever has the permission ‘Personnel files and contracts’ invites employees with the profile ‘Sales rep’.
Inviting step by step
The window guides you step by step; at the top it shows which step you are on. With Back you can change an earlier entry at any time; at the end you check everything in the Summary and click Send invitation.
Whom are you inviting? (admins only)
| Choice | Purpose |
|---|---|
| Employee | Works in the team. You decide what the person may do. A personnel file is created. |
| External employee | Freelance work, for example a freelancer or agency. Works like an employee, without an HR questionnaire. |
| Guest | Only watches: sees selected projects with their reports and cannot change anything. Does not take up a seat. |
| Admin | Full access, limited only by the seat’s plan. Profile and modules do not apply. |
| Try out a new hire | For onboarding at the price of Spark, see below. |
| Partner organization | Another company works on your projects. Leads to the partner organization settings. |
Person: email address, first name, last name, employment type and employment model. With Request HR questionnaire you decide whether the person fills in a questionnaire. If a personnel file already exists for the address, you choose Reuse existing file (questionnaire, contracts and files remain) or Create new file.
Projects (guests only): choose at least one project the guest may see. The window shows how many guest accesses are assigned and free.
Profile and plan: choose the permission profile and the plan of the seat. If the profile lacks areas in the chosen plan, it says which ones remain locked. Below you see the price and whether the seat is billed monthly or yearly. The billing interval always follows your organisation’s subscription, because all seats are on one shared invoice. Billing starts when the person accepts the invitation.
Choose modules: here you switch individual areas on or off. Areas the plan does not include are locked; if you hover over the switch, it says which plan is needed. If you change something, a new adjusted profile is created, which you give a name.
Setup: choose what the person should set up themselves, for example connecting the mailbox or calendar. These steps appear for them under ‘Setup’ at the bottom left of the menu. You can change the selection later in the employee file.
Leadmode sends an email with a link. Getting started describes accepting it. Inviting is locked in a demo organisation.
Try out a new hire
With Try out a new hire you try out a new person at low cost:
- You book a seat on the Spark plan, but only for the 14 trial days: the pro-rata Spark price for these days is charged right away, with no minimum term.
- For the first 14 days, Boost applies additionally for free: call transcription, conversation analysis, Power Dialer and daily reports.
- You also get a one-time 1,000 credits for testing. They do not expire.
- During the trial, the seat’s plan cannot be changed.
- After the 14 days, the seat automatically switches to Boost and is billed at the Boost price from then on. Only from then do the usual terms apply.
- If the person is not a good fit, remove them before the 14 days are up. The seat then ends at once, with no further costs; there is no switch to Boost.
The team list shows the plan for every person, and for a trial also until when it runs.
Guests
Guests are for clients and agencies who should only watch. A guest sees the projects you share, with their reports and key figures, and cannot change anything. They do not take up a seat but a guest access from your quota (one per seat with Spark, five with Boost, ten with Professional, plus booked packs); if the accesses are not enough, you book more in the window. You can change which projects a guest sees at any time later in the Guests tab with Manage. Guests replace the previous partner access.
Managing invitations
The list below the form shows each invitation with role and status:
| Status | Meaning |
|---|---|
| Sending | The email is being sent right now. |
| Sent | The person has not accepted yet. |
| Accepted | The person is in the organisation. |
| Failed | Sending has failed. |
| Expired | The link is no longer valid. |
| Invalid | You have invalidated the invitation. |
- Invite again sends the invitation once more (not for ‘Accepted’ and ‘Sending’).
- Invalidate (only for ‘Sent’) blocks the link. You confirm beforehand.
On the Team page (tab ‘Team’), admins see the block ‘Open invitations’ with invitations not yet accepted. The buttons there are called Send again and Withdraw.
Looking after employees
Below, the Team area lists all employees with their projects. For each person there is:
- The permission profile as a selection. A change applies immediately. Only admins change it.
- Files, Remuneration and Working time. They open if you have the matching permission (personnel files and contracts, remuneration, team analytics).
- Make admin: the admin role cannot be withdrawn here.
- Remove: the person loses access to the organisation.
Below follows the Partners area. Manage access opens a dialog per partner for type, outward-facing name, logo, access active, sharing per project (reports, key figures) and the access log. Partner access explains this.
In the setup step ‘Set up team’, the sent invitation already counts. The tick is set, and the row shows ‘Invitation pending’ until the person accepts.