Members, roles and teams · How-to
Invite people to your workspace
Send email invitations, choose each newcomer’s role and teams before they join, and see or revoke the invitations still waiting.
Open Members
Open Settings › Members and press “Invite”.
Add the addresses
Type an email address under “Email addresses” and press Enter, a comma or a space to add it. Add as many as you need; the cross on an address removes it.
Choose a role
Pick a “Role”. With none chosen, people join as Member. The line under it says what the chosen role can and cannot see — check it before you send. Finance is free, one per workspace, for your bookkeeper; while the seat is taken it cannot be chosen.
Choose teams
If you have teams, tick the ones the newcomers belong to. The role and teams apply as soon as they accept.
Send
Press “Send invites”. Each address shows “Sent” or the reason it failed. If the People module is on and your role allows it, “Create employee record” beside an address starts the person’s HR record straight away.
Follow up
The invitation email carries a link. The person signs in, or creates an account with the invited address, confirms that address and accepts. Until then the invitation waits under “Pending invitations” with the date it expires; “Revoke” withdraws it, so it no longer counts against your licence. The email names the workspace, the role and who invited them, and says until when the invitation is open.
Common questions
- Why was an invitation refused?
Your licence covers a bracket of employees, and members plus pending invitations count against it. The message names the team size you would need. An owner or admin can take the larger team size beside the address in the web app, and once it is in place the invitation goes out again with the same role and teams. Anyone else is told to ask an owner or admin. Or revoke an invitation you no longer need.
- The invitation expired. What now?
Revoke it and send a new one.
- Can I invite someone who already uses Setvos?
Yes. They accept with the account they have and switch between workspaces from the menu at the top of the sidebar.
- A master from our old system is joining. Do they get their visits?
Invite them as usual. Visits imported under their name wait under the owner until you hand them over: once they have accepted, open Settings › Data, find their name under “Visits kept under a former master’s name” and press “Hand over to…”. Inviting stays your choice — an import never adds members.
- Can I invite people from the phone?
Yes, with the workspace settings permission: “Invite people” takes several emails, a role — Finance included — and teams, and shows a result for each address. If the team is already at the size your licence covers, the app says so and, for anyone but the owner, adds “Ask the workspace owner.” Pending invitations can be revoked, and pending email changes approved or declined.
Read next
Set up roles and permissions
Use the four ready-made roles or build your own: choose what each role may do in every module and whose records it sees.
Group people into teams
Create teams so that a role limited to its own team sees the whole team’s work, and so invitations can place newcomers straight into them.
Change how many employees your licence covers
Your licence covers a bracket of employees, from one person up; a second person means the next size, paid for the days left in your term. Buy a larger one whenever your team grows, or move to a smaller one from your next renewal.
Add an employee
Create an employee record with their job details and start date, so time off, onboarding and payroll can use it.
Set up roles before you invite your team
An invitation carries a role, and the role decides what the person sees from their first sign-in. Check the roles first, and nobody sees more than they should.
More in Members, roles and teams
Open in Setvos
Signed in? This article is also in the Help menu of the app.
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