Create an employee in Flowtly

Add new teammates, grant permissions and activate agreements so they can start working in Flowtly right away.

People & HRBeginner10 minutesDay 2 of 30

Topics:Getting startedHR and people

The Add new team member dialog in Flowtly, with name, email and phone fields
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Before you start

Every employee needs a Flowtly profile before they can track work or receive assignments. This tutorial covers the complete flow from capturing contact details to activating the agreement that marks them as onboarded.

You will create the team member, send the invite, walk through the activation link and add the employment agreement so their status changes to Active.

What you will have at the end

Your new team member can sign in, has the permissions they need and has an active agreement.

What you need

  • The person’s name and work email address.
  • The permission groups they should belong to.
  • The terms of their agreement: its type, start date and hours.

Complete these tutorials first

Try it in the demo

Click through these screens with sample data first. No account needed.

Open the live demo

Step-by-step

Complete the flow

  1. 1

    Add the employee record

    Open Team members in the side menu and click “Add team member”. Fill in the first name, last name, company email, optional contact email and phone number. Leave “Invite user to Flowtly” switched on to send the invitation when you save, then click Save. Flowtly opens the new team member’s profile.

    Tips

    • Use the company email for the login and keep the contact email for personal communication.
    Add new team member dialog with name, company email, contact email and phone fields and the Invite user to Flowtly switch
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  2. 2

    Assign permissions

    On the profile, open the Permissions tab and click Edit groups. Tick the permission group that fits the person’s role and click Save changes.

    Tips

    • Give a full administrator group only to people who manage settings or billing.
    Assign Permission Groups dialog with the Business Owner group selected
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  3. 3

    Send the invitation

    If you switched “Invite user to Flowtly” off, go back to the Team members list, click the “Invite” icon (a person with a plus) next to the new person, check the details in the Invite user dialog and click Invite user.

    Tips

    • Once an invitation is pending, the row shows “Create account” instead of Invite. It creates the account straight away and adds a billed seat at once.
    Team members list with the Invite user dialog open, showing first name, last name and company email
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  4. 4

    Complete the activation link

    Open the invite in a private window, follow the registration form, set the password and confirm the activation link from the inbox. Then sign back into your admin session.

    Tips

    • Use an incognito or separate browser profile so you stay logged into the admin account.
  5. 5

    Review the profile and open Agreements

    Until an agreement exists, the Team members list shows No agreement in the Active agreement column and the profile carries an Inactive badge. Open the profile and switch to the Agreements tab.

    Tips

    • Agreements keep HR and payroll in sync, so create them immediately after the invite.
    Team members list with the new person showing No agreement in the Active agreement column
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    Team member profile with an Inactive badge, open on the Agreements tab
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  6. 6

    Add the agreement details

    Click “Add agreement”, choose the position, type, variant (for example Employment contract), start date and amount, then save.

    Tips

    • Double-check the start date because it drives payroll and access.
    Add agreement dialog with position, type and variant fields
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    Agreement form showing start date and salary inputs
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  7. 7

    Confirm the employee is active

    After you save the agreement a success message appears. The profile badge changes to Active, and the Team members list shows an EC badge for the employment contract in the Active agreement column.

    Tips

    • Use the Active agreement filter on Team members to see who is ready for scheduling, payroll and approvals.

Tutorial complete

Your employee now has an active account with the right permissions and agreement, so you can assign work, track time or include them in payroll.

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