Invite an Employee to the App

Personal · Steg-för-steg-guide

Modul: Timeplan Bas

Tillvalsmodul: Nej

För administratörer som hanterar medarbetare

Uppdaterad 2026-11-12 10:50

Brief answer

Start by verifying the employee’s email address and current app status. For a single employee, send the invitation from the Personal details page. When inviting multiple people, instead use the batch function on the Employees page or the dialog that appears from the scheduling module.

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Before you begin

Check which app and login method your organisation uses. Also ensure that each employee has the correct email address in Timeplan and that the address is not used by any other active employee. If you are inviting a large group, it is advisable to first narrow down which individuals should actually receive access, so you can review the outcome after sending.

Check recipients before sending

On the Personal details page, the employee’s saved email address is used. Simply typing a new address in the field is not enough; save the change first. Verify the recipient before selecting Send invitation, as sending may start without an additional confirmation. A wrong or shared email address could cause login details to be sent to the wrong person.

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When inviting a single person

Check the employee’s app accessOpen the employee’s page at Personal details. Verify the Email field and check the status under Mobile app and Web app before proceeding. #### Further details - The email address must have a valid format and be unique to the employee being invited. If you need to change the address, save the personal details before attempting to send the invitation. - The status under Mobile app and Web app helps you see if the employee has already been invited or activated their access. Read the status instead of sending multiple invitations by trial. - Send invitation is only available for an existing employee that you can edit, when the email address is approved and the relevant app feature is activated for the organisation. If the button is missing, check permissions, email address and app settings. - The mobile app and web app can use different login methods. Inform the employee about which app or web address applies for your organisation, so they do not follow the wrong instructions after sending.

Send the individual invitationEnsure the correct email address has been saved and select Send invitation. Read any warnings before confirming. Stay on the page until the sending result is received. > [!WARNING] > A new mobile app invitation may replace the earlier activation > Sending a fresh invitation to the downloadable app resets the previous activation. Do not send a new invitation merely to test if the email works. First check with the employee which access already works and what you are trying to resolve. #### Further details - Timeplan records the status and date of the invitation. Check these details before trying again. Do not create the employee again to circumvent an invitation issue; this risks separating app access from the employee’s existing data and history. - The confirmation is not shown in all cases. A warning about previous app use may be based on a prior sent invitation, not on actual app activation. Read both app status and invitation date when assessing the next steps. - If your organisation’s web app uses OpenID Connect, the special web app login flow, the web app invitation including a link to restore login is used. The regular mobile app path uses an activation invitation. Provide instructions for the correct login path rather than assuming both invitations contain the same information. - Ask the employee to check both inbox and spam folders. At the same time, compare the recipient address to that on the Personal details page, as resending to the same incorrect address will not solve the issue. - If the employee has already activated the app, a new invitation is generally not the right solution. Instead check if they need to reset their password or use the organisation’s usual login path. - Wait for the outcome of the ongoing sending before trying again. A logged send is not a receipt confirming the email reached the inbox or that the app has been activated. Follow up with the employee before sending another invitation.

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When inviting multiple people from the Employees page

Search for recipients on the Employees pageOpen the Employees page, use search and filters to find the correct group, then select Send app invitation in the toolbar. #### Further details - The dialog is based on the current search results. Check company, roles and other filters before opening it; otherwise the list may be broader or narrower than intended. - The All companies option expands the search to active companies you have access to. Use this only when the invitation should indeed cover people in multiple companies. - The Without active employment contract option may include people who normally do not appear in results. Check why someone lacks a current contract before attempting to give app access. - The function is available for Superadmin or Timeplan support when the mobile app is enabled or the web app uses OpenID Connect as the primary login. Normal rights to edit personal details are insufficient for this group function. Ask the responsible administrator to check permissions if the button is missing.

Review the group sendingIn the dialog Send app invitation to multiple employees, read the recipient list and any explanations why someone cannot be invited. Select Send when the search results are correct and information is verified. #### Further details - The dialog shows statuses such as Already activated, Email address is not valid, Personal identity number is not valid and Invitation sent. These explain why an employee is not included in the current send. A previous invitation without subsequent activation might need follow-up from the Personal details page instead of another group invitation. - The warning about personal identity number applies when a filled number is invalid. A blank number or the special zero-value allowed by Timeplan is not an error. Do not attempt to change the identity data without checking which identification you actually use. - The group function on the Employees page sends up to 50 invitations per batch. If more recipients meet the conditions, open Send app invitation again to review the next batch. - The Send button uses the web app invitation flow when OpenID Connect is the organisation’s primary web app login. Other supported configurations use the usual mobile app invitation flow. - Sending may take up to about a minute. Let the dialog complete and check the result before opening it again, to avoid sending the same batch multiple times.

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When inviting from the Weekly overview page

Review and invite from schedulingOn the Weekly overview page, open the Send invitation to app dialog via the employee’s status icon for a future unstaffed shift. Verify each email address and select Invite when the recipient list is correct. > [!WARNING] > Inviting also saves changed email addresses > An email address you edit and have approved here is saved on the employee’s Personal details page before the invitation is sent. The address change remains even if the sending then fails. Check both name and address before Invite; the dialog is not just a temporary address list. > [!WARNING] > Check duplicates yourself before sending > The current dialog may count two identical pre-filled addresses as valid until one is edited. The duplicated addresses are then rejected upon sending for verification. Therefore, the counter alone is not proof that all recipients can be invited. Correct any unclear or shared address before proceeding. #### Further details - This dialog contains no checkboxes to select recipients. Employees with a valid and unique email address are included automatically. Empty or invalid addresses, as well as duplicates detected by the dialog, are excluded from sending. Also check the pre-filled addresses as per the warning above. - The button shows Invite (valid out of total). Compare the counter with names and addresses before sending. It describes which rows the dialog intends to send, not how many emails will definitely be delivered. - You can edit an email address directly in the dialog. As long as you only type, the change is unsaved. When you select Invite, the approved addresses are saved in Personal details without needing to go there and hit Save separately. Leading and trailing spaces are removed and uppercase letters converted to lowercase. - When an address is approved here, the employee’s setting for receiving email notifications is also activated. Therefore check that the address is correct for future messages, not only for this invitation. - The shift must remain unstaffed and start in the future. You do not need to assign the shift to the employee first. The Select all option in the unstaffed shift menu can open the same dialog for the visible, unselected candidates eligible for invitation. Review recipients even when using this approach. - The dialog from scheduling has no 50-invitation limit like the group function. - Read explanations for addresses excluded. The dialog differentiates between missing, invalid, and duplicate addresses present for another employee in the list. You can thus fix causes without changing a correct address for someone else. - If the error message One or more employees’ email address is already in use appears, other recipients may still have had their addresses saved and their invitations processed. The dialog reopens with only those whose address changes were rejected. Their previously saved addresses are unchanged and the entered addresses remain visible for correction. - When you select Invite from the reopened dialog, only the valid recipients still listed are processed. Previously approved recipients are not sent again. An address that was empty, invalid or flagged as duplicate and never sent in the first try is also not automatically included in this round. - The message about an address already being used can also occur if the employee no longer qualifies for access. If the address seems correct, you should check contracts and your permissions, not just look for another person with the same address. - Select Cancel or close the dialog if you want to exit without choosing Invite. Then no changes to entered address edits are saved and no invitations are sent. Once the sending has started, closing cannot stop the ongoing process or restore addresses and invitations already handled.

Verify who appearsUse the list as a suggestion of employees who can be invited but still check names, addresses and totals before sending. #### Further details - The employee must be active, have an employment contract granting access and belong to a role you may administer. Your organisation’s setting for access prior to employment start can mean a future contract also counts. Employees who do not meet these conditions do not appear in the dialog. - The dialog is intended for people who have not yet used the app. It should not be used to solve regular login problems for someone who has already activated access. - An employee who has received a successful app invitation in the last 30 calendar days, including exactly 30 days back, is excluded. They can be included again when the last invitation is older than 30 days and other conditions still apply. - OpenID Connect affects which type of invitation valid recipients receive, but does not add others to the send. The recipient list is still determined by valid and unique entries in the dialog.

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Check the result

Review the information on the Personal details page for some recipients and ask them to confirm they received the correct instructions. If anyone is missing, compare the employee’s saved email, app status, most recent invitation date and the dialog that was used. Correct the cause before sending again.

An interrupted send does not mean everything has been reset

If a technical error occurs, email addresses may already have been saved and some invitations processed. Check the outcome before trying again. The list of address conflicts is not a list of failed email deliveries, and a closed dialog does not prove that all emails were delivered. Ask support for help if it is unclear which recipients remain outstanding.

Assist the employee furtherAsk the employee to follow the instructions in their invitation and verify they are using the correct app or web address. Then follow up to ensure they can log in and find the functions they need. #### Further details - Explain whether the employee should use the downloadable app or your web app. The invitation and your organisation’s login method determine which details to use. Do not give instructions based on your own administrator account as if they applied to the employee’s app account. - If the employee has invitations from multiple employers, you need to check which invitation and organisation the issue relates to. Do not change personal details or resend all invitations by trial and error. Ask Timeplan support to help clarify access if it is unclear which login belongs to which organisation. - A successful activation does not mean all app functions will be visible. Check what the employee should do and what access is intended. For time reporting, continue with Read and complete your time report; if clocking in/out is used, see Clock in and out in the app. - If login does not work after activation, investigate that specific login path rather than restarting with a group send. Ask the employee to describe which app or web address is used and which message is shown. Never share passwords or activation details when asking for help.

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Frequently asked questions

Why can’t an employee be invited?Check that the employee is active, has the correct employment contract and belongs to a role you may administer. Then check that the email address is valid and unique, and whether the employee has already activated the app or received an invitation recently.

Does the 50-recipient limit apply in all dialogs?No. The dialog Send app invitation to multiple employees from the Employees page sends up to 50 invitations per batch. The dialog Send invitation to app from scheduling has no such limit. It processes all approved recipients, but the count is still not confirmation that invitations have been delivered.

Can I exclude a valid row in the dialog from scheduling?No. That dialog has no checkboxes. If a valid row should not be invited, close the dialog first and check why the person appears, instead of sending and trying to recall the invitation afterward.