Inviting Users

Overview

This user guide article outlines the process of inviting a new user and defining different user types. This can be done from the Users menu by an Admin user.

User Types: Standard Users vs Support Worker Users

Astalty supports different user types depending on how staff interact with the platform.

Standard Users

Standard users access Astalty via the web-based platform.

This includes roles such as:

• Support Coordinators
• Allied Health staff
• Administration staff
• Rostering Coordinators

Standard users have broader access to features such as scheduling, tasks, participant records, and reporting.

Support Worker Users

Support worker users primarily access Astalty via the mobile app.

They use the app to:

• View their assigned shifts
• Clock in and out of support shifts
• Record case notes and shift information

Support worker users have limited access compared to standard users, with permissions focused on completing their assigned support work.

Inviting a New User

To add a New User, head to the left-hand side menu and then head to the 'Users' section, which is toward the bottom of the menu.

Once you're in the User section, follow these steps to invite a new user:

1. Invite User Button: Click on the 'Invite User' button. This will open a form to enter the new user's details.
2. Required fields: You must add the following in order for a User to be created; including;

• First name
• Last name
• Email

Other Fields

The following fields are optional.

External ID
You can use this field to store an external reference to your User. For example, they may have a reference or ID in your HR software or from your previous system. Astalty does not use this field internally, but it can be included in User-related exports.

Mobile
Currently, the mobile number is for your own storage purposes; however, in the future, when Astalty supports SMS notifications, this will be the phone number we use to notify Users.

Billable Target
This is the number of hours that this User should be billing each week - Astalty uses this in all KPI reporting.

Role

You choose the new User's Role on the invite form, so their access is set up correctly the moment they're invited — there's no need to go back and update it afterwards.

Select one of:

• Admin
• Manager
• Team Member

If you don't select a Role, the User is invited as a Team Member.

For a full breakdown of what each Role can do, see Roles & Permissions. To change someone's Role after they've been invited, see Updating Roles and Permissions.

User Groups

The invite form also lets you add the new User to your User Groups. The section stays collapsed until you need it, and shows a summary of the groups the person will end up in:

• Filled tags are the groups Astalty manages for you based on the Role you selected.
• Outlined tags are the groups you've picked yourself.

If more than four groups apply, the summary shows the first four followed by a + count.

Click the User Groups section to expand it and choose groups.

Based on role lists the groups that are attached to a Role and applied automatically. These tick and untick themselves as you change the Role, and can't be selected manually:

• Every User except Auditors gets the All Users group, whichever Role you pick.
• Standard Users also get the group matching their Role — Team Member by default, or Admin or Manager when you select one of those Roles.
• Support Worker Users also get the Support Worker group.
• Auditors get no reserved groups at all, and aren't included in All Users.

Custom groups lists the User Groups you've created. Tick as many as you need.

You can still add or remove a User's groups later from their profile — see Adding a User to a User Group.

Confirming the Invite

Click Invite User and a confirmation box appears. It states which Role the User will be invited with, so there are no surprises before you send it, along with a reminder that a pro-rata amount is charged for the new User if you have a current subscription.

Invitation Link

Once you have filled in the required fields, the User will receive an invitation link to your organisation.

Logging In

Once a User is invited and clicks on the Login button in the email, they'll be taken to a page where they can set their password. They will then automatically be logged in.

Expired or Lost Invitation Links

If the invitation link has expired, the User did not receive or has lost their invitation link, you can resend the invite link by clicking on their profile from the Users page and clicking on Resend Invite Link.

Default User Role

If you don't select a Role on the invite form, the User is created as a Team Member. You can update their Role at any time afterwards — see Updating Roles and Permissions.

Locked Account?

If you get locked out of your account, you will need to reset your password to unlock your account. To do this click the Forgot Password? option on the log in screen (or click here) and follow the prompts to reset your password.

Auditor Access

If you need to grant an auditor access to your Astalty account, we’ve created a dedicated guide to help you manage the process. Click here to learn more.