Open Staff
From the left navigation menu, go to People & Places.
Click Staff.
The Staff page will open.
Click Invite User
Click Invite User.
The Invite a user window will open.
This is where you enter the new staff member’s basic account details.
Enter the Staff Member’s Details
Complete the required fields in the Invite a user window.
Required fields include:
First Name
Last Name
Email Address
Optional fields include:
Phone
Role
Choose a Role if you want the staff member to have the correct access as soon as they accept the invitation.
You can also tick Take me to their profile after invite to add more details if you want to complete the staff member’s profile immediately after sending the invite.
Continue to the Confirmation Step
After entering the staff member’s details, click Continue.
The Confirm invitation window will open.
Review the invitation details before sending.
The confirmation window may show:
Name
Email
Phone
Role
Any billing change related to adding the new user
Confirm and Send the Invitation
If the details are correct, click Confirm & send.
The system will send an email invitation to the staff member.
After the invitation is sent, a confirmation message will appear.
The staff member may appear in the list with an Invited access status until they accept the invitation.
Check the Staff Member in the List
Return to the staff or user list.
Use the search and filters to find the invited staff member.
You may be able to filter by:
All Roles
All Branches
All MFA Status
Active
Invited
Archived
Check that the staff member appears in the list and that their status is correct.
Open the Staff Profile
Click the staff member’s row to open their profile.
If you selected Take me to their profile after invite to add more details, the profile may open automatically after the invitation is sent.
The staff profile may include:
Avatar
Profile
Personal Information
Employment Information
Support & Training
Archive
Add or Update the Avatar
Use the Avatar section to upload a custom avatar for the staff member.
This step is optional, but it can help identify staff more easily across the platform.
Complete the Staff Profile
In the staff member’s profile section, add or update their basic details.
Fields may include:
First Name
Last Name
Email Address
User ID
Phone Number
Branch
User Availability
Account Status
Use User Availability to control whether the staff member is available for work.
Use Account Status to control whether the user account is active.
Click Save after making changes.
Add Personal Information
Use the Personal Information section to add optional personal details.
Fields may include:
Gender
Date of Birth
Address Line 1
State
City
Post Code
Emergency Contact Details
Click Save after making changes.
Add Employment Information
Use the Employment Information section to add details related to the staff member’s employment.
Fields may include:
Position
Employment Type
Line Manager
Minimum Contracted Hours
Pay Calendar
Blue Card Number
Blue Card Expiry Date
Worker Screening Number
Worker Screening Expiry
Employment Commencement Date
Employment Termination Date
This information may support rostering, pay calendars, compliance, and reporting.
Click Save after making changes.
Add Support and Training Details
Use the Support & Training section to add staff training and care-related details.
Fields may include:
Certificates
Requirements
Click Save after making changes.
Important Notes
Staff members are created using Invite User.
First Name, Last Name, and Email Address are required to send an invitation.
Phone and Role are optional during the invitation step.
Assigning the correct Role helps control what the staff member can access.
Invited staff may show an Invited access status until they accept the invitation.
User Availability is different from Account Status.
User Availability affects whether the staff member is available for work.
Account Status controls whether the user account is active.
Adding a new user may affect billing, depending on your plan.
Troubleshooting
If you cannot see Invite User:
Check that you are on People & Places > Staff.
Confirm you have permission to invite users.
Ask an administrator to review your role permissions.
If the Continue button is disabled:
Make sure First Name is completed.
Make sure Last Name is completed.
Make sure Email Address is completed.
Check that the email address is valid.
If the staff member does not receive the invitation:
Ask them to check their inbox and spam folder.
Confirm the email address was entered correctly.
Check whether the staff member appears with an Invited status.
Resend the invitation if your organisation’s process allows it.
If the staff member cannot access the platform:
Confirm they accepted the invitation.
Check their assigned Role.
Confirm their Account Status is active.
Ask an administrator to review their permissions.
If the staff member does not appear in the Staff list:
Search by name or email address.
Check the Active, Invited, and Archived views.
Clear filters that may be hiding the record.
Refresh the page and try again.