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How to Invite New Staff Members: Rules and Requirements

Learn how different roles and login methods determine how you can invite new staff members.

Updated over a week ago

Applies to: Admins, Managers

This guide will help you understand the invite rules that govern how new staff members can be invited to Endear based on the selected staff identifier and the role you want to assign them.

Overview

Endear's invite system uses specific rules that determine which invitation methods are available based on the staff identifier you provide and the role you want to assign. The table below shows all available combinations and their requirements.

Invitation Rules Reference Table

Refer to the table below for a quick reference on what invitation methods are available based on the role type and staff identifier. Keep reading to learn more about each of these columns.

Staff Identifier

Role Type

Invitation Methods

Team Required

Email Address

Admin

Direct Invitation

No

Email Address

Manager

Direct Invitation

Yes

Email Address

User

Direct Invitation

Yes

Phone Number

Manager

Direct Invitation

Yes

Phone Number

User

Direct Invitation

Yes

Full Name

Manager

Shareable Link Invitation

Yes

Full Name

User

Shareable Link Invitation OR Pin Code Invitation

Yes

What is a staff identifier?

Staff identifier is how you identify new staff members when manually adding them to Endear. It determines how that person will login to Endear and what invite methods are available.

  • The staff identifier options are: full name, phone number, or email address.

  • You will see the field for staff identifier when adding new staff members, once you select manual input.

  • Note: If you are using an integration to import staff members (which is the recommended option), you will not need to consider staff identifiers.

What are role types?

Endear has 3 different role types: user, manager, and admin. Learn more about role types here.

What are invitation methods?

When you invite a new staff member, their account is automatically created. The invitation methods determines how that new staff member will login to Endear for the first time.

Direct Invitation: The invitation is sent directly to the individual (via the staff identifier if applicable)

  • Email addresses receive email invitations

  • Phone numbers receive SMS invitations

Shareable Link Invitation: A unique link is generated that you will share with the staff member outside of Endear

  • The new staff member uses this link to create a username & password

Pin Code Invitation: A random 6-digit numerical code is generated that you will share with the staff member outside of Endear

  • Pin code invitations are only available for the user role type, it is not available for managers or admins. Learn more about pin code login here.

  • The staff member can change their default pin code after logging in for the first time.

What is a team?

Teams typically correspond to a store's physical location. Within a team, there are lots of collaboration opportunities and shared information. All user and manager staff members are assigned to one or more teams. Admins will have access to all teams.

How to invite a new staff member

Using the information above and this step-by-step guide, we hope you feel confident when inviting your new staff members.

Key takeaways

  • Admins can only be invited directly via email address

  • Pin code login is only available for the User role

  • Direct invitations will be sent to the provided staff identifier (email = email invitation, phone = SMS invitation)

  • Team assignment is required for all non-Admin roles

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