Inviting people

How to add a person to your company, give them a sign-in link by email or by hand, and what the person sees when they set their password.

What it is for

Adding a person and inviting them are two separate steps.

• Adding a person creates their record. Nothing is emailed.
• Inviting them gives them a link to choose their own password. You decide when, and whether it goes by email or you pass it on yourself.

Nobody in the office ever sets or sees another person's password.

Who can use it

Owners and admins. An admin can do everything an owner can. Supervisors, crew and accountants do not see Settings > Users.

Add a person

1. Open Settings > Users and press New user.
2. Fill in Name and Email.
3. Tick at least one of the Roles. A person with no role cannot be invited.
4. Choose the Engagement type if the person is paid as an employee or a subcontractor.
5. Press Create. You land on the person's record page with the message "User created. No invitation sent yet." The message stays until you close it.

Every field is explained in People. Roles are explained in Roles.

Send an invite by email

1. Open the person's record page, or the ⋮ menu on their row in Settings > Users.
2. Press Send invite email. If the person was invited before, the button reads Resend invite email.
3. The window Email an invitation to the person shows the address it will go to. Press Send email.
4. You see "Invitation sent". The record page now shows the same link under Invitation link: copy it now, so you can pass it on if the email does not arrive.

Copy an invite link

Use this when the person has no working email, when you are not sure of the address, or when you would rather send the link by text or WhatsApp.

1. Open the person's record page, or the ⋮ menu on their row.
2. Press Copy invite link.
3. In the window Create an invitation link for the person, press Create link. No email is sent.
4. You see "Invitation link ready". On the record page, copy the link under Invitation link: copy it now and send it to the person yourself.

The link is shown once. When you leave or reload the page it is gone and cannot be shown again. If you lose it, create another.

The invitation email

The email's subject is "Set your password for" followed by your company's name. It greets the person by name, says they have been added to your company on FSMCore and has a button Set your password. It tells them the link works once and expires in 7 days.

The invitation email is sent even when your company's email notifications are switched off.

Where the link goes

The link opens on your company's own web address, in the area the person's roles reach. The record page shows it under Signs in at:

A person with several roles is invited to the first area in this list that one of their roles reaches. For example, a supervisor who is also crew is invited to the office.

The Set your password page

This is what the invited person sees when they open the link.

1. The page is headed Set your password and greets them by name: "Choose a password and you will be signed in."
2. They type a Password and the same again in Confirm password. It needs at least 8 characters, including a letter and a number.
3. They press Set password and sign in.
4. They are signed in and land in their area.

If someone else was signed in on that browser, that person is signed out first.

An owner or admin is then sent to the page Set up two-factor authentication before they can use the office. See Signing in.

How long a link lasts

• A link is good for 7 days.
• A link works once. After the password is set it cannot be used again.
• Only the newest link works. A new link for the same person in your company cancels every earlier link that was not used yet.

Send it again

Press Resend invite email or Copy invite link again at any time. Each press makes a fresh link that is good for 7 days. Both windows say: "Any earlier link stops working."

A person who opens an earlier link sees the page This invitation link no longer works: "A newer invitation link was created after this one, and only the newest link works. Use the newest link, or ask whoever invited you to send you a new one." If the same person also works for another company on FSMCore, their link for that company is not touched.

You can also do this for a person who is already active. It is how you help someone who cannot get in, without learning their password. They can also help themselves with Forgot password? on the sign-in page. See Signing in.

Invitation status

The Sign-in access section at the top of the record page shows a Status. The Users list shows the same in its Status column.

An archived person shows archived in the list whatever their invitation says.

Email history

The Email history section on the record page lists the emails sent to this person, such as invitations, and whether they landed. For each email it shows When, Email, To, By and a delivery Status. If nothing was sent it reads "No emails have been sent to this person." An email is listed as Queued the moment it is sent off, and the same row turns Sent or Failed. An invitation made with Copy invite link is not an email, so it is not listed here.

Check here first when someone says they never got the link.

What happens after

• Creating a person sends nothing.
• Editing a person, changing their roles or engagement type, adding certifications or restoring them never sends an invitation.
• When the person sets their password, their status becomes Active and they are signed in.
• If the person uses Forgot password? instead of the invitation, they also become Active, and their unused invitation link stops working.

Common mistakes

• The person has no role. The message names the person and says there is "no panel to invite them to. Give them a role first." Edit the person and tick a role.
• The person is archived. The invite buttons are hidden. The message, if you reach it another way, says they are archived "and cannot be invited. Restore them first."
• "Your plan allows N people. Upgrade to add more." N is your plan's number. Your company has more people than your plan allows, so nobody can be invited. The message shows under "Invitation not sent" (Send invite email) or "Invitation link not created" (Copy invite link), and no link is made. Archive or delete people you no longer need, or change plan in Settings > Billing.
• You left the page before copying the link. It cannot be shown again. Press Copy invite link to make a new one.
• The person sees "This invitation has already been used". The password was already set. They can sign in, or use Forgot password?. You can also send a fresh link.
• The person sees "This invitation has expired". Links are good for 7 days. Send a new one.
• The person sees "This invitation link no longer works". You made a newer link after the one they opened. Only the newest link works. Tell them to use the newest one, or send a new one.
• The person sees "This invitation link is not valid". The link was copied incompletely or is not the right one. Send a new one and ask them to open it directly. Each of these four pages has a link Go to the sign-in page.
• The email did not arrive. Look at Email history on the record page for the delivery status. Check the address under Email, then resend, or use Copy invite link and pass it on yourself.
• The password is refused. It needs at least 8 characters with a letter and a number, and both fields must match.