Invite your team
Give managers and office staff their own sign-in, choose their role and the companies they reach, and hand them a one-time invite link.
Everyone who works in the panel, such as HR, coordinators and managers, gets an account of their own. You choose what each person can do with a role, and which companies they can work in. Workers do not need an account here: they use the employee app, see Invite employees.
You do not choose a password for the people you invite. ValiCrew creates the account and gives you a one-time link; the person opens it and chooses their own password.
Admin can invite people and change their access. A custom role needs users.manage. Someone who manages users without being Admin can only give the roles and companies they hold themselves.
Invite someone
- Go to Settings and choose Users and access.
- Choose Invite someone.
- Enter the person's Name and Email address, and choose their Language. The invitation email is written in it too.
- Leave Member type on Workspace member. Choose Government services PRO only for an outside PRO agent who works the renewal desk.
- Under Roles, tick the role that fits. See the table below.
- In Company portfolio, choose Selected companies and tick the Companies they can work in, or choose All active companies, including future companies.
- Choose Create.
The account is created with no password. If your mail server is connected, the person gets an email called "Your sign-in invitation" with a Set up my account button. The screen also shows the link with a QR code under Hand this to them: choose Copy link if you want to send it another way, then Done.
The link works once and only for 7 days, and it cannot be shown again later. If it is lost, make a new one, see Follow up on invitations.
Choose a role
The built-in roles cover most teams. Users and access explains them under Roles, in plain words.
| Role | Can work on | Decides |
|---|---|---|
| Admin | Everything, including billing and users | Everything |
| HR | Staff, places, documents, salary and the bank file, reports | Leave, attendance and timesheets, PRO renewals |
| Operations | Vehicles, places, documents, reminders and reports; sees staff | Vehicles and places, not leave, attendance or pay |
| Read-only | Sees staff, vehicles, documents and reports | Nothing |
| PRO | The renewal desk only | Renewal cases |
Built-in roles cannot be changed. To make your own, choose New role from a copy and start from an existing role. See Roles and permissions.
Follow up on invitations
The list on Users and access has three tabs: Active, Invited (has not set a password yet) and Suspended. Each row shows the person's role, their companies, whether 2-step sign-in is on and when they last signed in.
To send a fresh link to someone still invited:
- Choose More on their row, then Invite link.
- Choose Create and show the link.
- Copy the new link and send it to them.
Making a new link cancels any link sent to that person before.
Change or remove access
Open the person to change their roles or companies, then choose Save changes. From the person or from More on their row you can also:
- Suspend account: they are signed out everywhere and cannot sign in. Their record, approvals and history stay as they are.
- Restore account: they can sign in again. Choose at least one company for them first.
- Erase account data: Admin only, for an account that is already suspended. It removes their sign-in methods and personal data for good; you type their email to confirm.
To keep a copy of who can sign in, choose Download the list under the table.
When people sign in with a password alone, a message above the list says how many. Choose Require it for everyone to have each of them set up 2-step sign-in at their next sign-in. See Security and sign-in.