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Invite your team

Give each person a role, invite them, and link staff to their records. 1 minute.

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Invite the people who need to sign in: managers, your accountant, staff who track time on projects and anyone who should open their payslips in PaySuiteTT. Staff who clock in at a kiosk use a PIN there (see Set up a kiosk for clocking in); invite them too if they should open their payslips.

Choose a role for each person

A role decides which menus a person sees. You choose it when you invite them:

  • Owner Admin: full access, including Settings and the people who can sign in.
  • Accountant: works in Sales and Accounting, including payroll and the books.
  • Sales Rep: Sales only, for customers and invoices.
  • Project/Time Manager: approves the hours of the team they lead, in the Manager workspace, and can add projects and clients there.
  • Staff: sees their own payslips and leave, and tracks time if their employee record says Tracks time on projects. Most people who work for you are Staff.
  • View Only: opens the Overview and any pages you tick for them, such as Sales or Reports, and can't change anything.

Staff use the Employee workspace. Once their login is linked to their employee record, they see their own payslips and leave there, and the record's How they record their time decides whether they also get the timer.

An invite link lets someone join your business with the role you choose. To invite a Project/Time Manager, use Add member below instead: it asks which team they lead.

  1. Open Settings, then the Users & roles tab.
  2. Under Invite links, type a note in Who it's for (only you see this), for example "Accountant, Asha".
  3. Choose a Role.
  4. Under Who can use it, choose One person (it works once and lasts 14 days) or Anyone with the link (for a group joining over time; it lasts 30 days or until you cancel it).
  5. Press Make invite link, then press Copy.
  6. Send the link to them by email or message.

Owner Admin links are always for one person.

If your business has locations, an Accountant's or Project/Time Manager's link can keep them to theirs: tick them under Locations they look after.

Your links are listed under the form. Copy link copies an open link again. Cancel stops a link straight away; people who already joined with it stay.

What the person sees

The link opens a page headed Join and your business name, with the role you chose.

  • If they're new to PaySuiteTT, they press Create an account and confirm their email. They come back to the invite afterwards.
  • If they already have an account, they press I already have an account and sign in.

Then they press the Join button, which names your business. Their workspace opens.

Add someone by email instead

  1. Under Add member, type their Email address.
  2. Choose a Role.
  3. For a Project/Time Manager, choose Team they lead: one of your teams, A new team (then type the New team's name) or Choose later. A manager sees only the people on the team they lead.
  4. Press Add.

Someone who already has an account gets an email to sign in. Someone new gets an email inviting them to set a password.

Choose what a View Only member can open

A View Only member starts with the Overview only. To let them read more:

  1. Open Settings › Users & roles and find them under Members.
  2. Press Page permissions on their card.
  3. Under Pages they can open, tick each page, such as Pay Runs, Reports or Accounting. Untick Overview to take it away.
  4. Press Save page permissions.

The pages you tick join their menu. They can read and download what's there, but they can't add, change or send anything, or open Settings.

Inviting staff from Add employee (tick Invite them to sign in) or from their page (Invite them to sign in) links their sign-in for you. Use the steps below for people who joined another way.

A staff member sees their payslips only after their login is linked to their employee record. Their tracked hours also reach payroll only once they're linked. Add their employee record first (see Add an employee).

  1. Open Payroll Time › Employee Account Links. If Payroll Time isn't in your menu, first open Settings › Services, tick Payroll or Time and press Save services.
  2. Find the person's login. When an employee record has the same email address, it's suggested for you.
  3. Choose their employee record in the list beside their login.
  4. Press Link. The person now shows Linked.

If they tracked time before you linked them, also tick the box that starts Link the, such as Link the 3 eligible unapproved historical entries. Their earlier hours that aren't approved yet are then linked too, ready to approve for payroll. Approved hours stay as they are.

Good to know

  • Staff who have an email address on their employee record get their payslips by email, with or without a login.
  • If someone forgets their password, an owner or accountant can press Send password reset link on the Sign-in card of their employee page, and a Project/Time Manager can do the same for their team on Team. The link goes to the person's own email.
  • To change someone's role later, find them under Members on the same tab. Choose a new Role type and press Apply role. The pages they can open reset to the new role's usual set.

What's next

Read Add an employee to create the employee records you'll link logins to.

Next: Add an employee