Overview
You can easily monitor the status of your team members after adding them! This is a great way to see who has completed registration, who needs a reminder, and who hasn’t even received an invite yet!
If a user hasn’t accepted an invite to join your workplace, you can remind the user by sending another invite.
Considerations
- Invites cannot be sent if a user has already registered (accepted an invite) and the green indicating they are registered will appear.
- Once a user has registered, the email address field in their user profile will turn grey indicating registration has been completed.
- Invitation links expire 24 hours after being sent.
Inviting Users
Inviting users is essential to making sure your team members experience the full benefits of using When I Work!
If you included a user’s email or phone number as you initially added them, there is an option to invite them in their user profile.
Click the Send a When I Work invite to invite the user upon saving their profile. You can also uncheck this to skip this step and save the invite for later!
Inviting a single user
Send an invite to a specific user if you don’t want to invite everyone at once.
Hover over , then select Users.
- Find the user you need to invite and click on the right side of the page.
A banner appears at the top of the page confirming the invite has sent. The user can log in after accepting the invite.
Invite all unregistered users
You can send invites to all unregistered users at once without having to send invites one by one.
Hover over , then select Users.
- In the top-right corner, click More button.
- Click Invite Unregistered Users.
A banner appears at the top of the page confirming the invites have sent. Users can log in after accepting an invite.
User Statuses
| Status |
| Indicator |
| Description |
| Registered |
| a green |
| These users have completed registration by setting up a password and can log into the application. |
| Not Invited |
| badge icon with “not invited” text |
| These users have not been sent an invite to the platform. |
| Pending Acceptance |
| badge icon with “pending acceptance” text |
| The user has been invited but has not accepted the invite yet. |
| Missing Contact Info |
| badge icon with “missing contact info” text |
| The user does not have contact information (email address and/or mobile number) added into their profile and can not be sent an invite. |
| Pending approval |
| badge icon with “pending approval” text |
| These users have requested to join the workplace without an invite. Approving them will add them into the workplace and allow them to access it upon logging in. |
| Status | Indicator | Description |
| Registered | a green | These users have completed registration by setting up a password and can log into the application. |
| Not Invited | badge icon with “not invited” text | These users have not been sent an invite to the platform. |
| Pending Acceptance | badge icon with “pending acceptance” text | The user has been invited but has not accepted the invite yet. |
| Missing Contact Info | badge icon with “missing contact info” text | The user does not have contact information (email address and/or mobile number) added into their profile and can not be sent an invite. |
| Pending approval | badge icon with “pending approval” text | These users have requested to join the workplace without an invite. Approving them will add them into the workplace and allow them to access it upon logging in. |
Actionable Statuses
Statuses that need more action will include a button to complete that action when hovering over the status.
- Missing contact info:
- Not invited:
- Pending acceptance:
- Pending approval – Click Approve to allow access to the account:
*NOTE: Registered users require no further action and are fully active.