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The platform is invitation-only — new users receive an email with a link to set up their account. There are two ways to invite someone: directly from the Users & Permissions section, or during the process of converting a candidate to a staff member.

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Inviting a user directly

From Settings → Users & Permissions, click Invite User. Fill in:
  • Email address — the person’s email. This is what they’ll use to log in.
  • Role — Admin or Staff. See Roles for the difference.
Click Send Invitation. An invitation email is sent immediately with a link to set their password. The link is unique to them and expires after 72 hours — if they don’t accept in time, you can resend it from their user record.

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Inviting after adding a staff record

If you’ve already added someone as a staff record without a login (see Adding a Staff Member), you can invite them later from their staff profile. Go to HR → Staff, open their profile, and click Invite. An invitation email is sent and all their existing data — compliance records, qualifications, training — carries over automatically once they accept.

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When a candidate is converted to staff

When you convert a candidate to a staff member through the HR pipeline, an invitation is sent as part of the conversion flow. You don’t need to invite them separately from Users & Permissions.

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After acceptance

Once the person accepts their invitation and sets their password, their account becomes active. Staff users start with access only to their own training, policy acknowledgements, and induction. Admin users have full access to the platform. Additional permissions for Staff users are set from their user record — see Roles for how this works.

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Pending invitations

Users who have been invited but haven’t yet accepted appear with a Pending status in the users list. You can resend the invitation or cancel it from their record.
If a pending invitation expires before the person accepts, resend it from their user record. The previous link will no longer work.