Inviting a New User

Overview

Adding a team member to Swivl takes just a few minutes. Fill in their details, assign a role, and send the invitation they'll receive an email with a link to set up their account and get started.

Who can access this

• Super Admin: can invite users with any role
• Admin: can invite users (may be limited to certain roles)

How to invite a new user

• Go to Settings → Team & Access.
• Click + Invite New User.
• Fill in the Personal Details: Full Name and Work Email are required.
• Fill in the Role & Salary section select a Role and set compensation details.
• Optionally upload employee images or documents in the Employee Documents section.
• Click Save & Invite to send the invitation.

Personal information

• Full Name: required.
• Work Email: required. The invitation will be sent to this address.
• Phone Number: required.
• Company Address: required. Select from your configured company locations.
• Personal Email: optional secondary email address.
• Home Address, Town/City, Region/State, Country, ZIP Code: optional address fields.
• Office Phone Number: pulled from the company profile.
• Office Extension Number: optional.Profile and documents
• Profile Photo: upload a photo for the user (optional)
• Employee Documents : attach relevant files such as certifications or IDs

Role and salary

• Role: required. Select or add a role to define the user's permissions in Swivl.
• Compensation Type: required. Choose from Hourly or other pay types.
• Amount: required. The user's compensation amount.
• Is Commission Paid?: required. Select Yes or No.
• Travel to/from Home Paid?: required. Select whether travel is reimbursed.
• Labor Burden Percentage: optional. Used for job costing calculations.
• Managed Accounts: optional. Assign customer accounts this user will manage.
• Qualification Tags: optional. Add certifications or specialisations.
• Operational Service Areas: optional. Define which areas this user operates in.

Employee Documents

In the Employee Documents section you can upload supporting files for the user:

• Images: photos such as ID or profile pictures (JPG, JPEG, PNG, HEIC, HEIF, PDF or DOCX, max. 5MB).
• Documents: contracts, certifications, or other supporting files.

What happens next

Once you click Save & Invite:

• The invited user appears in the Invited Users tab with a status of Invited.
• They receive an email with a link to accept the invitation and set up their account.
• Once they accept, their status changes to Accepted and they move to the Existing Users tab.
• If the invitation is not accepted within the expiration period, the status changes to Expired.
• To resend an invitation, click the send icon on the user's row in the Invited Users tab.
• To cancel an invitation, click the three-dot menu and select Delete.

Tips

• Double-check the Work Email before sending the invitation cannot be redirected after it has been sent.
• Assign the most appropriate Role from the start to avoid granting excessive access. You can always change it later.
• If an invitation expires, click the send icon on the user's row in the Invited Users tab to resend it.
• The Company Address you select for the user determines their default location for scheduling and dispatching.