Inviting Employees

The invite flow is the recommended way to onboard an employee onto Hopshift. It produces a clean, fully-linked account in one click, and avoids the orphan states that can occur when employees try to sign in on their own without their record being prepared.

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Prerequisites

Before inviting, the employee record must already exist:

1. Employee row exists in the right company. See Adding an Employee.
2. Email field is set to the address the employee will actually use. This is the address the sign-in link is sent to and the address the login account is created for.

If the employee changes their email later, see Changing an Employee's Email below.

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How to invite

Bulk invite (recommended for onboarding multiple employees)

1. Go to Workforce > Employees.
2. Tick the checkbox next to each employee you want to invite.
3. Click Send Invites (N) in the header. It appears once you have selected at least one row, next to Assign access level (N), and the count matches your selection.
4. Confirm in the Send Invite Emails dialog ("Send invite emails to N selected employees? They will receive a login link.").

Sign-in links are sent in one batch and each employee is marked as invited.

Single invite (one employee at a time)

1. Open the employee's profile (Workforce > Employees, click the employee). You land on the Overview page.
2. In the Access card, the Account line reads No login for someone who has never signed in. Click Invite next to it.

The email is sent immediately (there is no confirmation step) and a toast confirms "Invitation sent". Once the person has signed in, the card shows Active login and the Invite button disappears. The button is disabled for terminated employees.

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What the employee receives

A branded Hopshift email with:

• A short greeting addressed to the employee by name
• The company name they've been invited to
• A single button: Sign In to {company} for a new user, or Sign In to HopShift if they already have an account elsewhere in Hopshift

The link is one-time-use and expires. If the employee doesn't click it in time, just send a new invite; the previous link is superseded.

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What happens when they click

Behind the scenes, the click sets up the whole account:

1. The link verifies the employee's email.
2. A user account is created (if it didn't already exist).
3. The account is linked to the employee record by email.
4. Company and group access are set up for the invited company.
5. The employee is redirected to their workspace, signed in.

The whole chain happens in under a second. Employees see only "loading" then their home screen. No password, no signup form.

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Troubleshooting

"The link has expired"

Send a new invite; the old one is invalidated by the new one.

Employee doesn't see the email

Check the spam folder first. If still missing, verify the email on the employee record is spelled correctly and re-invite.

Employee already has a Hopshift account at another company

That's fine. The invite recognizes the existing account, adds them to your company, and sends a "You've been added to {company}" email instead of a "Welcome" email. They sign in as usual and the new company appears in their company switcher.

Employee says they "logged in but don't see anything"

Usually one of:

• They self-signed-up with a different email than the one on their employee record and created a parallel orphan account. Compare the address they signed in with against the Email on their profile. If they differ, reach out to engineering (an hourly reconciliation job surfaces these).
• Their employee record is at a different company than they expect. Check Company on their profile.

Changing an Employee's Email

Edit the Email field on the employee profile and save. Future invites will go to the new address. If they've already signed in under the old email, their existing access is preserved (the link is by user account, not by email, so changing the field doesn't break anything).

Re-inviting a terminated employee

Not allowed. The invite flow refuses to send a link to a terminated employee. To restore access, first reactivate the employee record (or rehire them), then invite as normal.

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Why this is preferred over self-signup

For bulk onboarding, use the import flow (see Importing Employees), which offers Send invite emails too at the end of the import.