Inviting your staff
In the portal: Invitations.
Why this page exists
Nobody can see a tenancy at all until somebody invites them into it, whatever their role. A newly created tenancy has exactly one person in it, which is whoever created it. So this is the step that stops the whole thing being one person's job.
Do it while you are still inside the new tenancy, straight after creating it.
Who to invite first, and it is usually two people. The admin who will run the tenancy day to day, so that job stops being yours. Then the coaches, if coaches are part of how you work. A sales seat only when somebody actually needs a link.
Before you start
- The top bar shows the tenancy you mean. Everything below applies to that one only.
- You know which role each person should have. Roles and permissions is the page to read while deciding, and it is worth reading before rather than after.
- You have their work email address.
The runbook
The steps are the same for every role. Only step 7 and step 9 change.
- Check the top bar shows the tenancy you mean.
- Click Invitations in the left sidebar.
- Click Create, at the top right of the list.
- Type the person's work email address in Email.
- Type their first name in First name.
- Type their last name in Last name.
- Choose their role in Role.
- Click Save.
- Type the role's name in capitals into the box in the panel that appears.
- Click Send invitation.
Steps 5 and 6 are optional, and they only affect how the email greets them.
The form also has a Cohort field. Leave it alone for staff. It decides which cohort a participant lands in, and with it the journeys they start on, which is covered on Cohorts.
Which role, and what to type at step 9
| You are inviting | Choose | Type at step 9 | They can read participant records |
|---|---|---|---|
| Somebody who will run this tenancy: content, journeys, invitations | Admin | ADMIN | yes, everything in this tenancy |
| Somebody who will work with the participants | Coach | COACH | yes, the ones assigned to them |
| Somebody who only ever needs to fetch a sign-up link | Sales | SALES | no, nothing at all |
An invitation carries exactly one role and it is chosen here. Changing somebody's role later is a separate job, so it is worth being right the first time rather than inviting everybody as Admin and narrowing it afterwards.
A role applies to this tenancy only. The same person can be Admin in one and Sales in another, and neither says anything about the other.
Step 9 is a deliberate speed bump
Every role except Participant opens a panel headed Grant platform access before anything is sent. The panel will not let you send until you type the role's name in capitals, so granting somebody access to participant records is never one click and never an accident.
The panel names participant health records for every role except Participant. Read it as the prompt to stop and check the role you picked. Sales is built so that it reaches no participant record at all, and Roles and permissions has what each role reaches.
The typed confirmation is a mis-click guard, and the platform is the control. What a role can do is enforced on every request, whatever gets typed into the box.
What the person receives
An email with a link that sets their password and puts them in the tenancy at the role you chose. A staff invitation gets its own wording: it names the role, says the account can sign in to the portal and see participant information including health records, and tells them not to accept if they were not expecting a staff account. That sentence is the point of the email, so keep it if you rewrite the template.
The link lasts 14 days. After that the invitation shows as Expired and the link stops working. Expired is worked out from the date rather than stored, so a row goes Expired on its own.
Opening the link gives them a page headed Set your password, carrying your
logo, with one password field. A staff invitation also says on that page which role
it sets up and what the role can see, so somebody sent one by mistake gets a second
chance to notice. When they are done, the page points staff at the portal and
participants at the app.
If they lose it, use Resend. Open the invitation from the list and click Resend. It issues a fresh link, and the old one stops working immediately. It also revives a row that had expired or bounced.
Revoke cancels the invitation and leaves the row in place, so the record of who was invited survives. Neither Resend nor Revoke works on an invitation somebody has already claimed, and both tell you so.
Bulk upload only ever creates participants. The spreadsheet upload on the Invitations list invites every row as a Participant whatever else the file says, so a spreadsheet can never create a portal login. Staff are invited one at a time, which keeps every elevated role a deliberate act.
How to check it worked
The row reads Invited. It changes to Claimed once they have used the link, and names the person it created.
The row carries a delivery status. Open the invitation and look at the delivery fields. An email nobody opened and an email that never arrived look identical from the outside. These two fields are what tell them apart.
Ask them. The fastest check is still the person telling you the email arrived and the link worked.
If it did not work
The save is refused because that address is already invited. One invitation per address per tenancy. Delete the old row if you want to invite the address again with different details, or use Resend on the row you have.
They say the link does not work. Check the row. Expired needs a Resend. Claimed means the link has already been used. If that was not them, look at the account the claim created rather than at the invitation. Revoked means somebody cancelled it.
They were sent the wrong role. Revoke the invitation and send a new one at the right role. If they have already claimed it, the role change is a change to their record and not to the invitation.
They already had a login here. An invitation for somebody who already has a place in this tenancy re-uses the record they have, so nothing about the invitation is applied. Change their record directly instead.
What you can now do
Get an admin, a coach and a salesperson into a tenancy, each at the right reach, and tell at a glance which of them has actually arrived.
The two checks worth running every time are the row reading Claimed and the person confirming it. They take a minute, and between them they catch the one failure that otherwise surfaces a week later, which is an invitation nobody ever received.
Next: Roles and permissions for what each of the three can reach once they are in.