Invite your team
Give colleagues access in two steps.
1. Add the person as an employee. Go to Employees in the main menu and create a new employee — at minimum a name and a company email address. See Creating a New Employee for the full flow.
2. Grant them login access. On the Employees List, click Invite next to the employee. They can then sign in to your workspace.
What the Employees List tells you about someone's account
Each person on the list is in one of three states, and the list shows a different action for each.
| State | What it means | Action offered |
|---|---|---|
| No account | Nobody has invited them yet. | Invite |
| Invited | They have been invited and have not signed in for the first time yet. | Create account |
| Has account | They have signed in at least once. | Remove access |
Previously the first two looked the same, so it was possible to invite somebody who had already been invited.
Creating an account before someone's first sign-in
When your organisation signs in with Microsoft, an invited person's account is normally created the first time they sign in. Create account makes it now instead, for the address their invitation already names — you cannot point it at a different address.
Use it when somebody needs to appear in the workspace before they have signed in: to be named as an approver, to be assigned work, or to be added to a permission group.
It adds a billed seat straight away. The confirmation tells you what your subscription will change to — for example from 23 seats to 24 — and the change happens when you press Create account, not when the person first signs in. If your organisation is on manual billing you are not charged for it today, but the seat is still added.
It is offered one person at a time, on purpose: every account created this way is a separate, deliberate decision with its own cost.
If the address cannot be used, the confirmation says so before you press anything — an account can only be created for an email domain your organisation has verified for single sign-on. Invite that person by email instead.
Assign roles. Open the employee's Permissions tab to control what they can see and do. Roles range from viewers (read-only) to managers and full administrators; the Manager role always supersedes the Viewer role.
Example use cases
- Onboarding a new hire and giving them access to Projects and Holidays.
- Granting an accountant view-only access to finance data.
- Creating an invited manager's account early so they can be named as a holiday approver before their first sign-in.