How to Invite New Team Members

Growing your team? Inviting new members to Team Toggle is quick and easy. Send an email invitation and they'll be set up in minutes.

Accessing the Invitations Area

To send invitations:

1. Click Invitations from the Admin section of the navigation menu
2. You'll see any pending invitations and the option to send new ones

Sending an Invitation

To invite a new team member:

1. Go to Invitations
2. Click Send Invitation or Invite New Member
3. Enter the person's email address
4. Select their role (User or Manager)
5. Choose their department (if applicable)
6. Select their leave policy
7. Click Send

The new team member will receive an email with a link to set up their account.

What the New Team Member Receives

When you send an invitation, the recipient gets:

• An email from Team Toggle inviting them to join
• Your organisation/team name so they know where the invitation is from
• A secure link to create their account
• Instructions on what to do next

Choosing the Right Role

When inviting, you need to select a role:

• User

  Standard team members who can request leave, view the calendar, and manage their own account. Most employees should be Users.

• Manager

  Team leaders who can approve leave requests, view analytics, and manage team members. Only invite as Manager if they need approval capabilities.

Assigning a Department

If you've set up departments, you can assign the new team member during the invitation:

• Select the department from the dropdown
• This determines who sees their leave on the calendar
• It also routes their leave requests to the right manager

If you don't have departments set up, this field may not appear.

Selecting a Leave Policy

Each invitation needs a leave policy assignment:

• Choose the policy that matches their employment type
• This sets their annual leave entitlement
• Make sure you select the right policy (full-time, part-time, etc.)

If you only have one policy, it may be selected automatically.

What Happens After Sending

After you send an invitation:

1. The invitation appears in your pending list
2. The email is sent to the recipient
3. They can click the link at any time to accept
4. Once they complete setup, they appear in your team list

The New Member's Setup Process

When someone accepts your invitation, they:

1. Click the link in the email
2. Create their account (email/password or Google/Microsoft sign-in)
3. Enter their name
4. Complete any additional setup steps
5. Land on the calendar, ready to use Team Toggle

Managing Pending Invitations

You can view and manage pending invitations:

• View pending – See who hasn't accepted yet
• Resend – Send the invitation email again
• Cancel – Remove an invitation that's no longer needed

Invitations That Aren't Accepted

If someone hasn't accepted their invitation:

• Check the email address – Make sure it's correct
• Ask them to check spam – The email may have been filtered
• Resend the invitation – In case the original was lost
• Check with them directly – They may have questions or concerns

Inviting Multiple People

If you need to invite several people at once:

• Send invitations one at a time, carefully checking details for each
• Consider grouping by department or role for efficiency
• Prepare a list of email addresses, roles, and policies beforehand

Invitation Best Practices

• Tell them to expect it – Let new starters know they'll receive an email
• Double-check email addresses – Typos mean invitations go to the wrong person
• Use work emails – Personal email addresses can cause confusion
• Follow up – Check that new members have successfully joined

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