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Invite your team

Invite your cleaners and managers by email, one person at a time or several at once, and send the link yourself if the email is not read.

For: Manager≈ 7 min readUpdated 1 November 2026
2 min 09 secSubtitles: 6 languages

Each person on your team receives an invitation by email, opens the link and chooses their password. Use this article to invite one person, invite several at once, or follow up with someone who has not received their email. Allow about 3 minutes for a first invitation.

Once the team is invited, prepare the checklists, then assign your first cleaners.

Choose the role and the activities

The role says what the person can open. The activities say what they do in the field.

RoleWhat the person sees
Field workerTheir jobs, on their phone
AdminEverything, including billing and settings
ManagerSchedule, team, properties
Cleaning managerSchedule, team and cleaning quality
Delivery managerDeliveries and linen preparation. Offered if the Delivery module is turned on

A field worker has one or more activities. They open their screens:

ActivityScreen opened
Cleaning, Linen, InspectionThe cleaner area. With the Linen activity, also the “Linen preparation” screen if the Linen preparation module is turned on
DeliveryThe Delivery screen. Offered if the Delivery module is turned on
MaintenanceThe maintenance area. Offered if the Maintenance module is turned on

Invite one person

Step by step

  1. 1

    Open the Team › Team menu, or Settings › Access › Users.

  2. 2

    Click Invite a user. The “Invite a user” window opens: the form on the left, what the person will see on the right.

  3. 3

    Under “Who”, enter the “Email” (required), the “Full name” and the “Phone”.

  4. 4

    Under “Role”, choose the person's role. The right-hand column shows their menu straight away.

    Are you a manager? The list only offers the roles you are allowed to invite.

  5. 5

    For a field worker, tick their “Activities (what they do)”.

    • “Contract and pay” is optional: “Employee”, “Self-employed” or “Later”. “Later” creates nothing.
  6. 6

    If needed, open “More options”:

    1. “Invitation language”: choose the language of the email.
    2. Limit the departments, clients and properties the person sees.
    3. “Request compliance documents” is ticked to begin with. Under “Documents requested from this person”, untick a document so that it is not requested from them.
  7. 7

    Click Send invitation. The “Invitation sent” screen appears and the person shows in the list.

Send the link yourself

Do this right after sending, when the email might not be read.

Step by step

  1. 1

    On the “Invitation sent” screen, find the box “Worried the email won't be read?”.

  2. 2

    Click Create a link to share. The personal link appears, already copied: the message “Link copied” confirms it.

  3. 3

    Paste the link into a message to the person.

  4. 4

    Click Done, or “Invite someone else” to reopen the empty window.

Invite several people

Step by step

  1. 1

    Above the list, click Invite several people.

  2. 2

    Fill in one row per person: “Email”, “Full name”, “Phone”, “Role”, then the activities of a field worker.

    • “Add a row” adds a person.
    • “Paste a list of emails” creates one row per address: one address per line, or separated by commas.
    • “Choose the same role for everyone”, when it is offered, fills in the role of every row.
  3. 3

    Correct the rows in red. As long as some remain, the message “Complete the rows in red before sending.” is shown.

  4. 4

    Click the send button, for example Send 3 invitations. Each person receives their email, in the company's language, and shows in the list.

    • To create the accounts without sending any email, click Create without sending instead. The people show in the list with “Invitation not sent”, and the summary offers Send the 3 invitations now.

Import an Excel or CSV file

On a computer, to create many accounts at once, with the same choices as the invitation.

Step by step

  1. 1

    Above the list, click Import a CSV. The “Import users (CSV)” window opens.

  2. 2

    Click Download a template. You get an Excel file: one column per piece of information, a note under each title, two example rows to replace.

  3. 3

    Fill in one row per person in Excel or Numbers. The drop-down menus offer your company's choices:

    • “Role”: a role, “Field agent” or an access type.
    • “Activities” (field agent): Cleaning, Linen, Inspection, Delivery, Maintenance; several, separated by a comma.
    • “Status” (Later, Employee, Independent), “Pay” (monthly, hourly, per cleaning) and “Amount”: the contract and the pay are created as after an invitation.
    • “Language”, “Allowed departments”, “Allowed clients”, “Allowed properties (tags)”: empty means everything.
    • “Compliance documents”: Yes (all required documents), No, or the list of documents to request.
  4. 4

    Under “Excel or CSV file”, choose your file (.xlsx or .csv). The software shows the number of rows detected and recognises the template's columns by itself; for another file, match each column.

  5. 5

    Under “Default role (if column empty)”, choose the role for rows without a role.

  6. 6

    Check the table: a red row says what is wrong (unknown role, unknown client…). Fix the file, then choose it again.

  7. 7

    Click the “Import … rows” button. The accounts are created; no email is sent yet.

    • Some people already exist? Choose “Overwrite” or “Keep as is”.
  8. 8

    Click Send invitations. The emails are sent.

Send an invitation later

Step by step

  1. 1

    Above the list, click the “Invitations” chip: it shows the people who have not signed in yet.

  2. 2

    For one person: open their profile, then click Send invitation in the “Invitation not sent yet” box. The message “Invitation sent by email” appears.

  3. 3

    For several people: tick them, click Send invitation above the list, then confirm in the “Send 3 invitations?” window.

Resend an invitation

Step by step

  1. 1

    In the list, click the person. Their record opens.

  2. 2

    At the bottom of the record, click Resend invitation. The message “Invitation resent by email” is shown.

    • Has the person already activated their account? They receive an email to choose a new password instead.
  3. 3

    Still no email? Click Copy a sign-in link, then paste the link into a message to the person.

Label next to the personWhat it means
“Invitation sent”The invitation has gone out; the person has not signed in yet
“Invitation not sent”The account is created and no email has gone out: send the invitation whenever you like
“Invitation not opened”The invitation has been waiting for more than 7 days: follow up with the person

Frequently asked questions

Which role for a delivery driver or an inspector?

The “Field worker” role. Then tick their activity: Delivery for a delivery driver, Inspection for an inspector.

In which language is the invitation sent?

For one person: in the language chosen under “More options”, field “Invitation language”. With “Invite several people”: in the company's language.

Can the role or the activities be changed after the invitation?

Yes. Click the person in the list, then open the “Role and activities” section of their record. Click an activity to add or remove it.

Does the contract have to be set at the invitation?

No. With “Later”, nothing is created: the contract and pay can be set whenever you like in Team › Contracts.

How do I request no document from a person?

Under “More options”, untick “Request compliance documents”. No mandatory document will be requested and they will never be blocked for a missing or expired document.

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