Adding users to Celtucom

Invite someone by email

1. 1On the web, go to People > Users. On the phone, open the Admin tab > Users.
2. 2Choose Invite user. On the phone, tap the round button first.
3. 3Fill in the Email address. First name and Last name are optional.
4. 4Choose Send invitation.

The person now shows under the Pending tab until they accept.

What the new colleague does

1. 1The email has an Accept invitation button. The link works for a limited time; the email says how long.
2. 2On Complete Your Profile they fill in their details, choose a password and accept the privacy statement. A password needs at least 12 characters, with an upper case letter, a lower case letter and a digit.
3. 3Activate Account finishes it and the app opens on the home screen.

Link expired? The page they land on offers Send new link, and you can send the invitation again.

Share a link instead of sending emails

Useful when you do not have everyone's email address. People sign themselves up and you approve them.

1. 1Open the menu next to Invite user and choose Invite link. On the phone: round button > Invite link.
2. 2A General link is already there. Choose Copy link, QR code or Share.
3. 3If you want, set how long the link works (Expires) and how many people can use it (Sign-ups).
4. 4The new colleague opens the link, fills in the form and chooses Send request.
5. 5Open Requests and choose Approve & invite or Decline.
6. 6After approval they get the normal invitation email.

• Sign-ups counts every request, declined ones included.
• Someone who joins through a link always starts as User.

Add many people with a CSV file

This works on the web only.

1. 1Open the menu next to Invite user and choose Import CSV.
2. 2Pick your file. Values can be separated by a comma, a semicolon or a tab.
3. 3Match your columns to the right fields.
4. 4Check the list with Preview.
5. 5Start with Import {number} Users and finish with Done.

• Every row needs a first name and a last name.
• An Excel file (.xlsx) does not work. Save it as CSV first.
• A role in your file is not applied: everyone starts as User. It is best not to match a role column at all, because any value other than user or admin makes that row fail.
• Keep the tab open during the import. At most 10 invitations go out per minute, so a long list takes a while.

Send an invitation again

1. 1Go to the Pending tab and tick the person.
2. 2Choose Resend invite in the menu and confirm with Send. On the phone it is in the three-dot menu of the row.
3. 3With one person selected you can also take the link itself with Copy link.

The previous link stops working.

Make someone an admin

New people always start as User. Only the owner and superadmins can change a role, and only the owner can make someone a superadmin.

1. 1Open the person's profile.
2. 2Choose Promote / Demote in the menu.
3. 3For exact rights, tick the person in the list and choose Manage permissions. Mobile admin access is there too.

When someone leaves

Archive someone rather than deleting them. Their hours and history stay, and they disappear from lists and pickers.

1. 1Tick the person and choose Archive, or open their profile and choose Archive user. On the phone you can also swipe the row.
2. 2Confirm.

• Their sign-in stops at once and open sessions end. Push notifications stop too.
• You cannot archive someone who is clocked in. They need to clock out first.
• You get a warning if they still have planned shifts.
• You cannot archive yourself or the owner.
• To undo it, open the Archived tab and restore them.
• When a temporary contract ends, the person is archived automatically, except the owner and superadmins.

What this means for your subscription

You pay per user. Everyone who is not archived counts, including people who have not accepted their invitation yet. The number is updated daily.

What is not possible

• Inviting by text message or WhatsApp. Invitations always go by email.
• Inviting someone directly as an admin. Invite them first, then change the role.
• Importing a CSV file on the phone.