Inviting Employees to CrewHR

Why Invite Employees?

Inviting employees gives them access to the CrewHR employee portal where they can:

• View their work schedule
• Request time off
• Clock in and out using the time tracker
• Access shared company documents
• View their profile and leave balances

Employees do not need an invitation to be scheduled. You can add employees and schedule them without sending invitations. Invitations are only needed when you want employees to access the portal themselves.

Sending an Invitation

During Employee Creation

When adding a new employee, check the Send invite on creation option. The employee will receive an email invitation immediately after you save.

After Employee Creation

1. Go to Employees
2. Find the employee in the list
3. Click the actions menu (three dots) on their row
4. Select Send Invite

The employee must have an email address on file. If no email is set, you will need to add one first.

What Employees Receive

The invitation email includes:

• A welcome message from your organization
• A link to accept the invitation and create their password
• Instructions for getting started

Accepting an Invitation

When an employee clicks the invitation link:

1. They are taken to the CrewHR accept-invite page
2. They create a password for their account
3. They are signed in and redirected to the employee portal

Resending Invitations

If an invitation expires or gets lost:

1. Go to Employees
2. Find the employee
3. Click the actions menu
4. Select Resend Invite

This sends a fresh invitation email with a new link.

Invitation Status

The employees list shows the invitation status for each employee:

• Not invited: No invitation has been sent (no email on file, or invite not triggered)
• Invited: An invitation has been sent but not yet accepted
• Accepted: The employee has created their account and can sign in

Tips

• Add emails during setup: Including email addresses when you create or import employees makes it easy to send invitations later
• Send invitations before the first schedule: Give employees time to set up their account before their first scheduled shift
• Check for typos: Email typo detection helps catch common mistakes like "gmial.com" instead of "gmail.com"