Inviting Users

Overview

Admins can invite a new user from Users. Choose the user type based on how the person will use Astalty, then set their role and access.

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 more limited access than standard users, focused on completing their assigned support work.

Inviting a New User

To add a New User, open Users in the main menu (under Manage when your menu is grouped into sections).

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

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

First name
Last name
Email

Other Fields

The invite form also accepts these optional details:

Field	How Astalty uses it
Middle Name	Adds the person's middle name to their profile
Preferred Name	Sets the name Astalty uses for the person. It starts with the First Name you enter, but you can change it
Date of birth	Records the person's date of birth
Bio	Stores a profile summary. You can also insert a User Bio note template
Mobile	Records a valid mobile number for contact and for SMS features available to your account
Phone	Records a 10-digit phone number
Billable Hours Target	Sets the number of hours the User should bill each week for KPI reporting, up to 99 hours
External ID	Stores a reference from another system, such as your HR software. It can be included in User-related exports

When Scheduling is enabled, the Can be Scheduled for Supports switch also appears for Standard and Support Worker users. Turn it on if the person needs to be assigned to supports, clock in or out of their own shifts, or report unscheduled travel.

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.

See Roles & Permissions for what each Role can do, and Updating Roles and Permissions to change someone's Role after they've been invited.

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, listed under Everyone, 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.