Adding Employees Through the Invite Link

You have a new team member, but you’re missing some essential details to add them to your Connecteam app. Instead of lengthy back-and-forth communications, simplify the process by using an invite link. This link allows new employees to easily provide their information through a straightforward URL to join the app. As the Admin, you can customize the link, prefill fields, designate required information, and approve new members. The invite link can be shared via text, email, or any other communication channel for convenience. 

You can find the invitation link by navigating to the Users section, clicking the Add Users button, and then selecting Manage Invite Link. 

Immediately, a new window will open on the right side, where you can customize the fields on the invite link. We'll go over how this works in detail later in the article. From this new window, you can take advantage of a couple of options:

You can be notified when users request to join via an admin link by enabling the Notify me when a user is requesting to join the app option per link. If you create more than one invite link (which we will discuss below), then you will need to enable this notification for each link.

You can also find the invite link and send it to new employees from the mobile app. To do so, access the Admin tab in the bottom right-hand corner, click Users & admins, click + Add Users in the bottom right, and select Send users an invite link. The invite link will appear, and you will be able to preview and share it by clicking Share link and sending it to the new employee via email or simply copying the link and sending it to the new hire by any means of communication you choose.

Note: The ability to customize the invite link settings and its fields is only available from the dashboard.

💡Tip: On both the dashboard and mobile app, you can preview the invite link and see how it looks before sending it out to any employees. Click on Preview.

As mentioned previously, customizing the invite link can only be done from the dashboard. Before beginning, it is essential to determine what information you want to collect from new employees who join the app. The fields you see when customizing the invite link are based on the user profile fields previously created.

To add additional fields, you can use the Add Field button. To remove fields, you can click on the X icon next to any field.

Note: Three fields cannot be removed: First Name, Last Name, and Mobile Phone Number.

For each field, you can set it as required or add prefilled information that you may not want the user to enter themselves, such as department, direct manager, and so on.

To set a field as required or add prefilled information, click the settings icon and toggle the relevant options on. If you do add prefilled information, you can choose to make it visible to the employee by checking Visible to users. In the example below, the Title field is prefilled and made visible to employees to ensure they know their exact title type. 

Note: Fields marked as required are indicated by a red asterisk icon next to the field, and fields with prefilled information have a checkbox icon, as illustrated below. 

Now that you've learned how to access, copy, and send the invite link, as well as customize it to fit your needs, let's explore the ability to create multiple invite links. This feature is especially useful when you need each link to have different fields, settings, and prefilled items. It's ideal for situations where users belong to different locations or departments, and each requires specific information to be submitted. Creating separate links for each scenario saves admins time by ensuring they receive relevant information per employee, with pre-filled fields that guide users into the correct smart groups.

To create a new invite link and have multiple ones to fit your needs, simply navigate to the Manage Invite Link modal, as explained in the steps above. Click on the compress icon on the top left and then click + Add Link.

You can continue creating as many invite links as you need and, in the end, your list may look like this, for example:

Now you can send it to your new team members so they can fill it out and request to join the app. Anyone with permission to that specific link will be able to approve these requests either from the overview page or from the Users tab. Take a look at how this looks below.

Once inside the requests modal you can select to either approve or decline the request.

Please note: when you are approving/declining requests, you can easily know what invite link the user used from the left column titled From link and, you can also understand when certain information has been prefilled by the admin. Take a look at the example below.

Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies to ANY question.