Invite employees by email
Send an account invitation so an employee can activate access using their work email.
This guide explains how to create employee accounts using the email invitation feature in the HRIS + Payroll system. This allows employees to self-activate their accounts by receiving a setup link via email.
Purpose
- To efficiently onboard employees by sending secure email invitations that allow them to activate their accounts and set up their own passwords.
Prerequisites
Before sending an invitation, ensure the following:
- Employee record already exists in the system
- Valid and active work email address is available
- User admin has permission to access Employee Settings and Account Module
Step 1: Navigate to the Employee Module
To begin, navigate to the HRIS + Payroll application.
Once inside the system, locate and click the Employee module.
Step 2: Open Account Settings
In the upper-right corner of the Employee module, click the Settings button.
Inside Settings, go to the Account section.
Step 3: Send Email Invitation
Inside the Account Section, locate and click the Invite Tab
Enter the employee’s valid work email address and ensure all information is accurate to prevent delivery issues, then click Send Invite to send the system-generated email invitation.
Ensure that the employee’s work email is properly recorded in the Employee 201 File under:
- Personal Information → Contact Details → Work Email Address
If there is no recorded work email address, the system will not be able to send the email invitation.
Step 4: Email Invitation Process
After sending the invitation, the system will automatically generate an email that the employee must check, and upon receiving it, the employee should click the Accept Invite button found in the email to proceed with account activation.
Once the invitation is accepted, the system will redirect the employee to the SprintHR signup page where they will be required to set up their password for login.
Note: The username that will be used for login will be the same email address used to accept the invitation.
Expected result
- Employee successfully receives the email invitation
- Employee clicks the Accept Invite button in the email
- Employee is redirected to the account setup page
- Employee successfully creates a password and activates the account
- Employee is able to log in to the HRIS + Payroll system
Troubleshooting
- Employee did not receive the email invitation
- Verify if the email address is correct in the 201 file
- Ask the employee to check Spam or Junk folder
- Resend the invitation if necessary
- Invite button is not visible/ not working
- Check user permissions
- Refresh the page or re-login to the system
- Account activation link is not working
- Ensure the email invitation was not expired or previously used
- Request a new invitation to be sent
Notes
- Always double-check the employee’s email address before sending an invitation
- Ensure the employee record is complete before initiating account creation
- Only valid and active email addresses will receive system-generated invitations
- The invitation link should only be used once for security purposes