Invitations to the team

A business adds a person to its team by an invitation sent to their email. There is no other way to add someone.

Sending

Settings → People and invitations → Invite. The form asks for:

• Name of the person. This is how they are named in the list of invitations: the name is the first line of the card, the address under it. For a New master the name is required: it is the master's name in the calendar. After the person accepts, the team shows the name they gave themselves.

• Email of the person. Capital letters and spaces at the ends do not matter.

• Role: one of the roles of the organization, by its name. The list has every role, but a role wider than your rights is a grey row with the reason and cannot be chosen; with no role besides the Owner, the window offers the ready-made roles of Talemo: Add makes the role, and the window goes on to the invitation. Whoever does not create roles has no Invite button, and the line "To invite a person you need a role" says what is missing. An owner is not made by an invitation (see Handing over ownership). A waiting invitation holds its role: the role is not removed until the invitation is answered or moved to another role (see Team and roles).

• Where it applies: all branches, future ones too, or a list of them, no wider than the branches of the person who invites.

• Booking calendar — whether the person gets a row of their own in the booking calendar:

  • New master (in the industry, "specialist", "trainer" or "teacher") — the master is made in the calendar at once, when the invitation is sent, under the name from the form. Visits can be booked to them once their services are marked in Settings → Who does what. If the invitation applies in several branches, the form asks for the master's Branch. This needs the right to add masters to the calendar.
  • Already in the calendar — the person becomes a master who is already in the calendar: they see their schedule and visits. The list has only masters who have no person yet and are not held by another invitation; with none, the choice is not shown. This needs the right to change masters.
  • Not needed — clients do not book to this person.

  For a role that sees only its own (a master's), New master is the default; for other roles it is Not needed; changing the role does not reset what was chosen by hand. A master someone else is waiting for or has taken can't be chosen: Talemo says they are linked to another person or are waiting for another invitation.

The same form with several rows, Invite your team, comes right after a business is created, and Skip leaves it for later; for a role that sees only its own, the row has Name and Booking calendar; with no roles it also offers to add a ready-made one. The person gets an email in the language of the one who invited. The welcome that reaches the invited person after they sign up is written in the language of the invitation; if the person already has a language of their own saved, the letter is written in it.

An address that already has a waiting invitation, or that already belongs to a member of the team, is refused. A business can send only a limited number of invitations a day; Talemo says so when it is reached, and more can be sent the next day.

Waiting

An invitation waits 7 days. Under Invitations each waiting one shows who invited and for how many days it has waited, and the expired ones are marked expired.

• Send again (Remind by email in the row menu) sends a new email and gives a new 7 days.
• Withdraw the invitation works at once: the link in the email stops working. The person can be invited again at any time.

A withdrawn or expired invitation does not remove the master from the calendar: they stay in the calendar without a sign-in and can be taken by another invitation. Send again carries both the name and the master to the new invitation.

Closed and expired invitations are erased 30 days later: they hold the addresses of people who did not come.

Accepting

The invitation can be accepted only by someone who is signed in with the address it was sent to. An invitation sent to another address is not visible, and the page says to sign in with that address. A person without an account creates one with that address.

The link in the email leads to the page of invitations. The same invitations are the first thing a person sees after signing in when they have no business: on the web, You're invited to a team, and in the app, Invitation (Invitations when there are several). A card says who invites, to which business, in which role and until when. Accept opens the business at once. Decline removes the invitation, and only the person who invited can invite again.

If the invitation has a master of the calendar, the person who accepts becomes that master: their schedule and visits are visible to them at once. The invitation is accepted even when the link could not be made — the master was taken meanwhile, deactivated or deleted, or the person already has a master of their own in that branch. The person stays in the team, and the list of people shows Not linked in the calendar: the master is chosen on the master's card, in the Who from the team field.

While an invitation is waiting, the person is not asked to create a business of their own: this way a second business does not appear instead of the one they were invited to. A person who already has businesses sees the invitations on the same page and a link back to their business.

If an invitation no longer works, Talemo says that it was accepted, declined, withdrawn or has expired, and a new one has to be asked for.