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Setting Up a New Team Member

Complete walkthrough of onboarding a new employee into Taskr from invitation to first login.

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📋 The Scenario

Your company has just hired Jamie Rodriguez as a new field technician. HR has completed their paperwork, and now you need to:
  • Create their Taskr account
  • Assign appropriate permissions
  • Configure their profile basics
  • Ensure they can access what they need
  • Verify everything works before their first day

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🎯 What You’ll Learn

  • Sending user invitations
  • Setting up roles and permissions
  • Assigning users to teams
  • Verifying account setup
  • Common onboarding issues and solutions

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📝 Prerequisites

  • Admin or Owner role in Taskr
  • New employee’s email address
  • Knowledge of which team(s) they’ll join
  • Understanding of what role they need

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👣 Step-by-Step Walkthrough

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Step 1: Gather Information (2 minutes)

Before you start, confirm you have everything. Check existing records:
  • Search Taskr to ensure they don’t already have an account
  • (Prevents duplicate user issues)

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Step 2: Send the Invitation (3 minutes)

Create the invitation in Taskr.
  1. Navigate to Team Members
    • Go to Settings in sidebar
    • Click Team Members
    • Click Invite Member button
  2. Fill in the invitation form:
  3. Add a welcome message (optional but recommended):
  4. Click Send Invitation
Result: Jamie receives an email with an invitation link.

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Step 3: Verify Invitation Sent (1 minute)

Confirm the invitation is pending.
  1. Check the invitations list:
    • Stay on Team Members page
    • Look for “Pending Invitations” section
    • Verify Jamie’s email appears
  2. Note the expiration:
    • Invitations expire after 7 days
    • If Jamie doesn’t accept before then, you’ll need to resend

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Step 4: Prepare Their Account (While Waiting)

You can’t fully configure until they accept, but you can prepare.
  1. Check team is correctly set up:
    • Go to Organization Settings
    • Verify “Sydney Operations” team exists
    • Confirm team has correct settings
  2. Review what they’ll see:
    • A “Member” role can:
      • View and work on jobs
      • Track time
      • Report faults
      • View customer info (read-only)
    • They cannot:
      • Create customers
      • Access settings
      • Manage other users
      • View financial data
  3. Prepare their first day:
    • Coordinate with their manager
    • Have login credentials for any other systems ready
    • Schedule a system walkthrough

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Step 5: User Accepts Invitation

Jamie clicks the link and creates their account. This happens on Jamie’s side. They will:
  1. Click the invitation link in their email
  2. Create a password
  3. Confirm their account
  4. Land on the Taskr dashboard
You’ll know they’ve accepted when:
  • Their status changes from “Pending” to “Active”
  • They appear in the main team members list
  • You may receive a notification (depending on settings)

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Step 6: Verify Account Setup (3 minutes)

Confirm everything is correct after they accept.
  1. Check their profile:
    • Go to Settings > Team Members
    • Find Jamie Rodriguez
    • Click to view their profile
  2. Verify key settings:
  3. Check team membership:
    • They should appear in Sydney Operations team
    • They should see team data when logged in

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Step 7: Complete Profile Setup (2 minutes)

Add any additional information you can.
  1. Edit their profile:
    • Click Edit on their user record
    • Add any information you have:
  2. Note what Jamie needs to complete:
    • Avatar (they upload their own)
    • Personal notification preferences
    • Any additional profile details

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Step 8: Communicate Next Steps (2 minutes)

Let Jamie and their manager know they’re set up.
  1. Send confirmation to Jamie:
  2. Notify their manager:

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⚡ Pro Tips

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Invitation Best Practices

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Role Selection Guide

When in doubt, start with Member. You can always elevate permissions later, but it’s awkward to take them away.

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Common Onboarding Checklist Items

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🔄 Variations

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Onboarding Multiple People

For batch onboarding:
  1. Use bulk invite (if available):
    • Prepare a CSV with emails and roles
    • Import via Settings > Import
  2. Or send individual invites in quick succession:
    • Same process, repeated
    • Keep a tracking spreadsheet
  3. Track all invitations:

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Setting Up an Admin User

If the new person needs Admin access:
  1. Set Role = Admin in invitation
  2. After they accept, verify they can access:
    • Settings menus
    • User management
    • Organization settings
  3. Brief them on admin responsibilities
  4. Document who has admin access

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Contractor or Temporary Worker

For non-permanent staff:
  1. Create with Member role
  2. Add note in their profile: “Contractor - [end date]”
  3. Set calendar reminder to deactivate
  4. Consider limited team assignment
  5. Track separately from permanent staff

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❓ Common Questions

Q: What if they don’t receive the invitation email?
Check: 1) Correct email address, 2) Their spam folder, 3) Company email filters. You can resend the invitation or copy the invitation link to share directly.
Q: Can I set up their profile before they accept?
No - the full profile is created when they accept. You can only prepare their team placement and role in advance.
Q: What if I need to change their role after setup?
Go to Team Members > Find them > Edit > Change Role. They’ll get the new permissions immediately.
Q: How do I handle someone who’s on multiple teams?
After they’re set up, edit their profile and add additional team memberships. They can switch between teams in the app.
Q: What if they forget their password on day one?
They use the “Forgot Password” link on login. Or you can trigger a password reset from their user profile.

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✅ New User Onboarding Checklist

Before Invitation:
  • Gather name, email, team, role
  • Verify no existing account
  • Confirm team is set up correctly
  • Coordinate timing with HR/manager
Sending Invitation:
  • Correct email address entered
  • Appropriate role selected
  • Correct team assigned
  • Welcome message added
  • Invitation sent
After Sending:
  • Verify invitation shows as pending
  • Note expiration date
  • Notify employee invitation is sent
  • Set reminder to follow up if not accepted
After Acceptance:
  • Confirm status changed to Active
  • Verify role and team are correct
  • Add any additional profile info
  • Send confirmation to new user
  • Notify their manager
First Day:
  • Verify they can log in
  • Walkthrough scheduled
  • Mobile access working
  • All systems go!

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Invitation Troubleshooting

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Invitation Not Received

Quick fix: Copy invitation link from pending list, send via other channel (Slack, text, etc.)

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Invitation Expired

  1. Go to Team Members
  2. Find expired invitation
  3. Click Resend
  4. New 7-day expiration starts

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Wrong Role Assigned

  1. If still pending: Delete invitation, resend with correct role
  2. If already accepted: Edit user profile, change role

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Wrong Team Assigned

  1. Edit user profile
  2. Change primary team
  3. Or add additional team memberships

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Post-Onboarding Verification

Things to verify on their first day: Signs everything is working:
  • They appear in team member lists
  • Can be assigned to jobs
  • Time entries show up
  • No permission errors
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