Inviting Team Members

This guide explains how to invite new team members to join your organization and how to manage existing invitations.

Accessing the Invites Page

1. Log in to your account at https://app.oneclickworker.com/
2. Navigate to the Admin menu in the navigation bar
3. Select "Invites" from the dropdown menu
4. Alternatively, go directly to https://app.oneclickworker.com/admin/invites

Note: You must have one of the following roles to access this page:

• ADMIN
• EMPLOYER
• RECRUITER

Sending Invitations

The Invites page allows you to send email invitations to new team members:

Form Fields

1. Add Email Addresses

   • Field Type: Email input field with "Add" button
   • Required: Yes (at least one email address)
   • Description: Enter the email address of the person you want to invite
   • How to use:
     • Type a valid email address in the input field
     • Click the "Add" button to add it to the list
     • Repeat for multiple email addresses
     • Each added email will appear as a tag below the input field
     • To remove an email from the list, click the "×" icon on its tag

2. Invitation Message

   • Field Type: Text area
   • Required: No
   • Description: A personalized message to include in the invitation email
   • How to use:
     • Enter a friendly, informative message explaining why you're inviting the person
     • The message will be included in the invitation email
     • Keep it professional and clear about the purpose of the invitation
     • Maximum length: No specific character limit, but keep it concise

3. Send Invites Button

   • Button Type: Submit button
   • Description: Sends invitations to all email addresses in the list
   • How to use:
     • Click the button when you're ready to send invitations
     • The button will be disabled if no email addresses have been added
     • After clicking, the system will process the invitations

How to Send Invitations

1. Enter an email address in the "Add Email Addresses" field
2. Click the "Add" button to add it to the list
3. Repeat steps 1-2 for each person you want to invite
4. (Optional) Enter a personalized message in the "Invitation Message" field
5. Click the "Send Invites" button
6. Wait for the confirmation that invitations were sent
7. If any errors occur, they will be displayed below the form

Note: Each invited person will receive an email with a link to join your organization. The link will expire after a certain period (typically 7 days).

Managing Pending Invites

Below the invitation form, you'll see a list of all invitations that have been sent:

Invitation List Details

Each invitation in the list shows:

1. Email Address

   • The email address of the invited person

2. Message

   • The personalized message included in the invitation (if any)

3. Invited Date

   • The date when the invitation was sent

4. Expiration Date

   • The date when the invitation link will expire

5. Status

   • Pending: The invitation has been sent but not yet accepted
   • Accepted: The invitation has been accepted and the user has joined

Understanding Invitation Status

• Pending invitations will expire if not accepted within the expiration period
• Accepted invitations indicate that the user has successfully joined your organization
• Once accepted, the user will appear on the Organization Members page

Navigating Between Pages

If you have sent many invitations, they will be displayed across multiple pages:

Pagination Controls

At the bottom of the invitations list, you'll find pagination controls that allow you to:

1. View Page Information

   • Shows which results you're currently viewing (e.g., "Showing 1 to 10 of 25 results")

2. Navigate Between Pages

   • Previous button: Go to the previous page of results
   • Next button: Go to the next page of results
   • Page numbers: Click directly on a page number to go to that page

How to Navigate

1. To go to the next page:

   • Click the "Next" button at the bottom of the list
   • The button will be disabled if you're on the last page

2. To go to the previous page:

   • Click the "Previous" button at the bottom of the list
   • The button will be disabled if you're on the first page

3. To go to a specific page:

   • Click on the page number directly
   • The current page number will be highlighted

Resending Invitations

If an invitation is about to expire or if the recipient didn't receive it:

1. You cannot directly resend an existing invitation
2. Instead, add the email address again and send a new invitation
3. This will create a new invitation with a fresh expiration date

Troubleshooting

If you encounter issues when inviting team members:

1. Error Messages

   • Pay attention to any error messages displayed after clicking "Send Invites"
   • Common errors include invalid email formats or network issues

2. Invitation Not Received

   • Ask the recipient to check their spam/junk folder
   • Verify that you entered the correct email address
   • Send a new invitation if necessary

3. Invitation Expired

   • Send a new invitation to the same email address
   • The new invitation will have a fresh expiration date

Best Practices

For effective team invitation management:

1. Include clear information in your invitation message about why you're inviting the person
2. Send invitations in batches rather than one at a time for efficiency
3. Follow up personally with invited users to ensure they received the invitation
4. Regularly check the status of pending invitations
5. Resend invitations before they expire if they haven't been accepted

Next Steps

After inviting team members, you should:

• View your organization members to see who has joined
• Manage user roles to assign appropriate permissions to new members