Adding Employees Through the Invite Link

You've recently brought on a new team member, but you're missing some of their essential personal details to manually add them to your Connecteam app. Instead of starting things off through back-and-forth communication exchanges, simplify the process for both you and your new hire by using the invite link. Effortlessly invite new employees to input their necessary information via a straightforward URL link to join the app. As the Admin, you'll have the flexibility to customize, prefill, or designate required fields when creating the link and approve any new employees joining the app. The invite link can be sent through text messages, email, or any other communication channel, making it easy and convenient to use.  

You can find the invite link by navigating to the Users section, clicking on the Add Users button, and then on Send Invite Link. 

Immediately, a new window will open on the right side where you will be able to 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 get 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, press on Users & admins, click on the + Add Users icon in the bottom right, and select the option Send users an invite link. The invite link will appear and you will be able to preview it and also share it by pressing on the 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.

Please 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. Simply click on preview.

As mentioned previously, customizing the invite link can be done only from the dashboard. Before beginning, it is important to decide what information you want to gather from new employees joining 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 that 3 fields can not be removed: First Name, Last Name, and Mobile Phone Number.

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

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

Please note: fields that are set as required are indicated with a red asterisk icon next to the field, and fields that have 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 you have users that 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 end up having multiple ones to fit your needs, simply navigate to the Create invite link modal explained in the steps above, click on the compress icon on the top left, and click on the button + 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.