Invite an employee to Employee AZ

Your employees use Employee AZ to take their training, see what is due and sign off their completed training. Each employee needs their own account, and it starts from an invitation you send from their record in Management AZ. The invitation asks for a password setup email: the employee opens it, chooses their own password and signs in. You never see or set their password.

Before you start

• The employee is on your roster and their employment has not ended. Anyone who uses Management AZ for your organisation can send an invitation.
• You need the employee's own email address. An address that another Employee AZ account already uses is refused, so two employees cannot share one, and one address cannot be used for two employers.
• For a first invitation you also need their phone number with its country code, starting with +, for example +40 for Romania or +44 for the United Kingdom.

Find who still needs an invitation

• On Home, the Alert hub counts the employees without an account. Select the counter to open Employees filtered to those people, under the line Showing working employees without an account: none yet, or invited and not accepted. Chips split them into Not invited and Invited. See also Read your Home page.
• In Employees, the Account column shows each person's state: Account when they have activated their account, Invited, Not invited or Access suspended. A dash means the person is not expected to hold an account. To list only the people who have an account, are invited or are not invited, select Filter and choose under Platform account.

Send the invitation

1. In the menu, under People, select Employees.

2. Find the employee and select Open profile on their row. For someone without an account, the envelope button, Invite employee, opens their record with the next dialog already open.

3. At the top of the record, beside the access badge, select Platform access. The Employee access dialog opens and reads Send a password setup email so this employee can sign in to Employee AZ.

4. Check Email. It is filled in from the employee's record when you have one; correct it if it is not their own address.

5. Fill in Phone. As the field says, Include the country code, starting with +. Spaces, dots, brackets and hyphens are ignored.

6. Select Send invitation. The button reads Sending… while the account is set up, and the dialog stays open. To leave without sending, select Close.

When it is done, the dialog says Password setup email requested. The employee can set their password and sign in to Employee AZ. The email address and the phone number are saved on the employee's record, and the badge changes from Not invited to Awaiting first login.

Until the employee signs in

The employee receives the password setup email, chooses a password and signs in to Employee AZ. The first time they do, their badge changes to Has access, and the dialog reads This employee already has access to Employee AZ. To see what they find there, see Your Home page and readiness score in the Employee AZ guides.

While they have not signed in, the dialog says Waiting for their first login. If the email has not arrived, check spam or send it again. Allow two minutes between requests. To send the email again:

1. Open the record and select Platform access.

2. Select Send again. The email address can no longer be changed here: it is the one the account was created with.

Invite someone as you add them

When you record a new person with Add employee in Employees, the box Send a password setup email when an email address is provided is ticked. If you fill in Email, the invitation is sent as soon as you select Record employee, using the Phone you entered, which then needs its country code too. Untick the box to invite them later from their record.

The person is recorded even when the invitation cannot be sent. The message then gives the reason, or reads Employee recorded, but the invitation could not be completed. Use Platform access on their profile to try again.

Withdraw, suspend or restore access

You do all three from the same Employee access dialog. Nothing is deleted: the employee's records stay as they are, and you can restore their access at any time. The optional Reason field takes up to 500 characters and is shown in the dialog while access is held.

• Withdraw invitation is offered while the badge reads Awaiting first login. Withdrawing the invitation stops their first sign-in. Their records are kept, and you can restore access at any time. There is no second confirmation: when you select it, you go back to the record, which shows Invitation withdrawn. They cannot complete their first sign-in until you restore access. The badge then reads Access suspended.
• Suspend access is offered once the employee has access. The hold is recorded on the record and in the register, where the badge reads Access suspended.
• Restore access lifts the hold. The dialog shows when access was suspended and the reason given. The badge then goes back to what it was before the hold, and the record shows Employee AZ access restored. After a withdrawn invitation, the badge reads Awaiting first login again, and you can select Send again.

On your own record the dialog offers no suspension and reads You cannot suspend your own access. When an employee's employment has ended, they can no longer be invited: their badge reads Employment ended and the dialog says Access ended with their employment.

If the invitation is refused

The reason appears inside the dialog. Correct what it asks, wait two minutes, then send again. The messages you are most likely to meet:

• Enter a valid email address for this employee. Check the address for typing mistakes.
• Enter this employee’s phone number with its country code, starting with +. Add the country code, with + in front of it.
• An employee account already uses this email or phone number. Check the employee’s contact details and try again. Another Employee AZ account already uses these details. Ask the employee for an address and a number of their own.
• This email belongs to a different employee account. Use this employee’s own address. The address belongs to someone else's Employee AZ account, at your organisation or another one.
• This employee already has access. They can use Forgot password on Employee AZ. The employee has already signed in. If they have forgotten their password, they reset it themselves from the Employee AZ sign-in page.
• Restore their access before sending an invitation. Their access is held. Select Restore access first.
• An employee whose employment has ended cannot be invited. If their employment has not really ended, correct their contract first.
• The account service is busy. Wait a moment before sending again. Wait two minutes, then send it again.
• The account service could not be reached. Try sending the invitation again. Wait two minutes, then send it again.
• The invitation could not be completed. The employee record is still available; try sending again. Wait two minutes, then send it again.
• The invitation could not be completed. Reload the profile and try again. The answer did not reach your browser. Reload the record to see whether the badge changed before you send it again.

When a withdrawal, suspension or restoration cannot be saved, nothing is changed and the dialog opens again with the reason:

• Keep the reason to 500 characters or fewer. Shorten the reason and try again.
• Access could not be changed. Reload the record and try again.