Create an employee and give them a login

When to use this

When a new staff member (or contractor) needs to sign in and use the app.

If the employee profile already exists and you only need to give them sign-in access, see [Add a user login for an existing employee](../../../settings/office/users/add-a-user-for-an-existing-employee.md).

What you need first

You have permission to manage employees and users (office/admin access).
The employee’s correct email address (this email is how their login is matched to their employee profile).

Steps

1) Create the employee profile

1. Open Employees. 2. Choose Create Employee. 3. Enter:

4. Choose Add Employee.

First Name and Last Name (required)
Email (recommended — required if they need a login)
Status (usually Active)

1. Open Settings → User Roles. 2. Choose Add User. 3. Under Select Employees, select the employee you just created. 4. Under Access Level, choose the right preset (for most field staff, use Field). 5. Choose Create Account(s). 6. Share the invite link with the employee (they can use the email invite, or you can copy the link and send it another way).

3) Employee accepts the invite

1. The employee opens the invite link. 2. If prompted, they create a password. 3. They sign in with their email and new password.

What happens next

The employee can sign in and access the app based on the access level you chose.
If their email matches their employee profile email, they should see My Work and other field features (based on permissions and assignments).

If it goes wrong

| Problem you see | What it means | Immediate fix | |---|---|---| | “No employees available. All employees already have user accounts.” | There are no active employees without accounts in your list. | Make sure the employee is Active and has an email. If they already have access, manage them in Settings → User Roles instead. | | “No email provided and employee has no email” (or employee shows “no email”) | The employee profile does not have an email to invite. | Edit the employee and add their email, then try again. | | “User already belongs to this account” | That email already has access to this account. | Don’t invite again. Find them in Settings → User Roles and adjust access if needed. | | Invite link says “Invite expired” | Invites expire after 7 days. | Send a new invite from Settings → User Roles → Add User (see [Resend or replace an invite](../../../settings/office/users/resend-or-replace-an-expired-invite.md)). | | Field user signs in but sees “No employee record linked…” | Their login email does not match an employee profile in this account. | Confirm the employee profile exists in the right account and the employee email matches the login email, then try again. |