In this guide, we will cover the ways you can invite your team to begin using Deputy.
For a complete guide on all the different ways you can add people to Deputy, read Adding Team Members.
Specifically, this article will cover:
Inviting a single team member via email in the People tab
To send an invite to a single team member, go to ‘People’ and click on the team member name you wish to email the invitation to. Enter their email address and click Save. An invitation to join Deputy will be emailed to them.
Team members must have a working email address to be invited to use Deputy using this option.
You can see in the below example that Abby has accepted her invite and signed up to Deputy, Antonio has been invited but hasn't signed up yet and Asmee and Barry are yet to be sent the invite.
Bulk Invites via Email for Multiple Team Members
When you first set up your Deputy account and added team members, you had the option to enter the team member's email addresses but were given the choice of turning off the option of sending an email invite at that time.
If you didn't send your team member an email invite at the time of account set up, you can choose to email the invite later at any time.
You can send single or bulk invites to all team members or even just select groups of team members via the People tab.
Either directly select the individuals that you wish to invite by clicking in the check box next to their name or you can also filter all team members in the list by their invitation status as shown in the example below.
Once you have selected the team members you wish to send an invite to, click on Bulk Actions and select Send Invite. An email will be sent to the invited team members with a link to sign up to Deputy and join your organisation.
Invite Team Members via Share Link
The Invite Link guides team members to set up their Deputy account so Managers only need to approve their invitation. As a Manager, you are always in control of who can join your Deputy workspace.
Using the Invite Link means you don't need to have a team member's email address. Simply post this link to your social communication platforms such as WhatsApp, Messenger or Facebook Groups and the team member will use the link to add their contact details as part of the guided setup process.
Note: If you are using Deputy's SSO feature, you will not have the invite link feature available for use.
To obtain a link from Deputy web that you can share with your team, select the Add People option from the People tab, then either 'Add / Import Multiple People' or 'Add Single Person' from the drop down menu.
From here you will have access to 'Invite with link' and a unique link code that you can share with your team.
Simply click Copy link and begin sharing with your team across any social platform that you and your team use to communicate.
Note: If you have already invited a team member via email, they will not be able to use the invite link to join Deputy. Please ask them to accept the invite in the email they would have received. You can resend an invite email via the People tab on web by following the same instructions given above.
When a team member follows the link, they will be directed to an invitation page where they will be able to create their account. The team member will need to enter their email, full name, mobile number (optional) and password.
Once the team member has created their account, a request is sent to their manager for approval. To locate these requests, navigate to the 'People' tab where you will find the 'invite link requests' at the top of the 'People' list. Select 'View' to open up and approve requests.
Here you will find all invite requests that can be individually approved as well as the option to select the location you wish to approve the team member/s for. To bulk approve the invite requests, you can use the 'Select all' option.
To approve a request, simply tick the check box next to the team member's name and select Accept. Invite requests will remain available until either Decline or Accept is selected. You can come back at any time and as often as you like, to resume approving requests.
Inviting team members and approving their requests can also be achieved solely from Deputy's mobile App.
Within the Deputy App, navigate to the 'People' tab and select the '+' icon from the top right corner of the app (on Android, use the floating round '+' button). Choose 'Invite with link' from the options available and either tap the link to copy it or select 'Share link'.
Using the 'Share link' option will allow for easy sharing across any communication platform that is suitable for you and your team.
Once the team member has received the link and successfully created their account, the manager will begin receiving invite link requests within the People tab.
From here, managers can proceed with approving any and all invite requests for their team members.
Deactivating an Invite Link
If you would like to stop an Invite Link from being used, you can deactivate it via Deputy web. Simply select the Add People option from the People tab, then 'Add / Import Multiple People' or 'Add Single Person'.
You will find the 'Deactivate link' option under the ellipses (...).
Once you click on the Deactivate Link option, the link will no longer be active.