Add and invite members
Create a member account in OpenAleph, choose their manager and access level, and send the invitation email so they can log in.
Admins can create member accounts one by one from the Members page, then invite them by email. To create many members at once, use Import members from a file instead.
Before you start
- The Add member button is hidden if your company's members are synchronised from an HRIS: create the person in your HRIS instead (see Integrations).
- To make someone a manager of the new member, that person must already have the Manager access level or above.
Create a member
- Go to Company › People › Members.
- Click Add member. The Create user window opens.
- Under General information, fill in:
| Field | Required | Notes |
|---|---|---|
| First name | Yes | |
| Last name | Yes | |
| Yes | Must be a valid address, unique in OpenAleph. This is the login of the member. | |
| Company employee UID | Yes | Your own identifier for this person (payroll or HRIS number). Must be unique. It is used to match the member in imports. |
| Manager | No | Search among members with the Manager access level or above. |
| Birth date | No | Cannot be in the future. |
| Gender | No | Female, Male or Prefer not to say. |
| Language | No | English or French: the language of the app and of the emails for this member. |
Under Access level, choose the member's role: Employee (default), Manager, Manager creator, Scoped admin or Admin. A short text explains what the chosen level gives access to (for example "Access limited to own profile" or "Access to all members"). If you choose Scoped admin, define their scope in the Scope tab and check the result in Preview members. See Access levels and Scoped admins and perimeters.
Note: super admins also see a Super admin option in this list, but it can't be granted from the app: saving it is refused.
Click one of the two buttons:
- Create: the account is created with the status Not invited. No email is sent.
- Create and send invitation: the account is created and the invitation email is sent right away. The status becomes Invited.
After creation, the new member appears in the list, and a message reminds you: "Remember to assign this member to an absence policy.", with a shortcut to Absence types (relevant if your company uses the Work Time module, see Absence types).
The other attributes of the profile (job title, hire date, department, personal information...) are filled in afterwards, from the member's profile: open it, go to the Information tab, select the section and click Edit. See Your profile and member profiles.
Note: if you enter the email of a previously deactivated member, OpenAleph reactivates that existing account with the new information instead of creating a duplicate. Their past history is kept.
Error messages
| Message | Cause |
|---|---|
| "This email address is already used." | An active account already uses this email. Search for it in the list. |
| "Email is not valid" (under the field) or "The email is not valid" | The email format is incorrect. |
| "First name is required" / "Last name is required" / "Email is required" / "Company employee UID is required" | A required field is empty. |
What happens when a manager is set
When you set or change a member's manager, the manager receives an email "New team member assigned to you: name", with the new member's name and email (no email is sent when you set yourself as the manager). The member immediately appears in the manager's My team page and under them on the Organization Chart.
Invite members
The invitation email is titled "👋 Invitation to join (your company) in OpenAleph". It welcomes the member, tells them to do their first log in with their email address ("A password will be automatically generated. You can change it later.") and contains a Log in to OpenAleph button. It is sent in the member's language.
You can send it:
- at creation, with Create and send invitation;
- at import, by ticking Send invitation emails to all new users;
- at any time from the Members list: select one or several members, click Send / Resend invitation email, then confirm with Send email in the Send the invitation email ? window. Members who were already invited receive the email again. "Invitation emails sent successfully." confirms it. Scoped admins can do this for the members of their scope.
Tip: you can invite everyone who hasn't been invited yet in one go: filter the list on Status › Not invited, select all, then send.
What the member does next
- They click Log in to OpenAleph in the email, enter their email address and click Continue with email.
- On their first login, OpenAleph generates a password and sends it in a second email, "Your OpenAleph password".
- They log in with it and can change it from their profile (Settings › Change password, at least 8 characters). See Log in to OpenAleph.
A member doesn't need the invitation email to log in: a Not invited member who enters their email on the login page also receives a generated password.
Once they have logged in, their status becomes Active.
Common questions
I don't see the Add member button.
You are not an admin, or your company's members are synchronised from an HRIS.
The Manager list doesn't show the person I want.
Only members with the Manager access level or above can be managers. Change that person's access level first (see Edit, deactivate and restore members).
The member says they never received the invitation.
Check the email address on their profile, ask them to look in their spam folder, then resend it from the Members list with Send / Resend invitation email.
Can I create a member without an email address?
No. The email is the member's login and is required.
Can a scoped admin create members?
No. Only admins and super admins can create members. Scoped admins don't have the Add member button.
Still stuck?
Our team answers every question. Tell us what you are trying to do and we'll walk you through it. Contact support