Invite users

Invite employees to the Planado web app and mobile app by email or SMS. You can invite up to 20 people at once with the same role and access settings.

Open the invitation form

Go to Settings → Users and open the invitation form. Administrators with the required permissions can invite users. The available roles and settings depend on your permissions and plan.

Choose a role and access settings

Select the Role for everyone in this batch. Choose business units and groups if these fields are available. For field workers, you can also select skills and territories.

All settings apply to everyone in the batch. Send separate batches for people who need different roles or settings. You need enough available paid seats for paid roles.

To reuse an existing user's settings, select them in Same as…. The form copies their role, the business units available to you, groups, skills and territories. Review and adjust the copied settings. Settings outside your permissions are unavailable.

Add invitees

Enter each person's first name, last name and contact. An email address receives an email; a phone number receives an SMS with an activation link. The phone number determines how the invitation is delivered.

Click + Add row to add another person. You can also paste a list of email addresses and phone numbers into the contact field to add rows automatically. Check the contacts and fill in first and last names after pasting.

A batch can contain up to 20 people. A contact must not appear twice, belong to an existing user or already have a pending invitation. Resolve any validation errors or paid-seat warnings before sending.

Set up shifts

If the selected role has a Shifts section, enable Set up shifts. Choose company working hours, 5/2, 10:00–19:00, or Custom hours for each weekday. Check the days, times and For the next period.

If you selected a user in Same as…, you can also copy their shifts when that option is available.

Shifts are created as soon as invitations are sent. You can assign jobs to employees before they accept their invitations. Leave shift setup off if you do not need shifts yet.

Send invitations and check their status

Review the shared settings and invitee list, then click Send invitations. The button shows the number of invitations to send.

In Invitations, rows are grouped by batch. The status shows whether an invitation is pending, expired or not sent.

Invitations expire after 30 days. You can resend or delete an invitation from its row. Resending sends a new message and renews the expiry date. When editing an invitation, groups and the shift plan are read-only; older invitations may use a different form.

How invitees activate their accounts

The employee opens the link in the email or SMS and finishes setting up their account. If the invitation has no name, the activation page asks for their first and last name. For email invitations, the login email is displayed.

They can enter a password or generate and copy one on the activation page. Once setup is complete, their access follows the assigned role and settings. They use their new account credentials to sign in to the mobile app.

If the link has expired, ask an administrator to resend the invitation. If the link cannot be found, check that the whole link was copied and contact an administrator.