# Inviting Users

Source: https://docs.astalty.com.au/guide/users/inviting-users

> Invite a new user and choose their user type, role and user groups from the Users menu.

## Overview

Admins can invite a new user from [Users](https://app.astalty.com.au/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.

> **Need to Change an Existing User's Type?**
>
> You can switch a user between a Standard User and a Support Worker at any time. See [Converting User Types](https://docs.astalty.com.au/guide/users/converting-user-types) - a pro-rata credit or charge is applied automatically for the price difference.

## Inviting a New User

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

![The Users page, open from Users under Manage in the main menu, with an arrow pointing to the Invite User button in the top right.](https://docs.astalty.com.au/assets/invite-users.png)

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 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.

> **When Support Worker Is Available**
>
> The **Support Worker** User Type only appears when Scheduling is enabled.

## 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.

![The invite form with the Role section highlighted, showing Admin, Manager and Team Member with Manager selected. The User Groups summary below shows All Users and Manager as filled tags and Clinical Care as an outlined tag.](https://docs.astalty.com.au/assets/invite-user-role-selection-guide.png)

Select one of:

- **Admin**
- **Manager**
- **Team Member**

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

> **When the Role Option Appears**
>
> The **Role** section only shows when the **User Type** is set to **Standard**. It doesn't appear for **Support Worker** or **Auditor** User Types - Support Workers are always invited with the Support Worker role, and Auditors with the read-only Auditor role.

See [Roles & Permissions](https://docs.astalty.com.au/guide/users/roles-permissions) for what each Role can do, and [Updating Roles and Permissions](https://docs.astalty.com.au/guide/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](https://docs.astalty.com.au/guide/settings/users-settings/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.

![The User Groups section expanded on the invite form. Under Everyone, All Users is ticked and greyed out. Under Based on role, Manager is ticked and greyed out. Under Custom groups, Clinical Care is ticked.](https://docs.astalty.com.au/assets/invite-user-groups-expanded.png)

**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.

> **Team Groups Aren't Set on the Invite Form**
>
> The reserved User Groups that come from [Teams](https://docs.astalty.com.au/guide/settings/users-settings/teams) aren't listed here. A User joins the matching group automatically once you add them to a Team after they've been invited.

> **When the User Groups Section Appears**
>
> The **User Groups** section doesn't appear when you're inviting an **Auditor**.

You can still add or remove a User's groups later from their profile - see [Adding a User to a User Group](https://docs.astalty.com.au/guide/settings/users-settings/user-groups#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.

![The Invite a new user confirmation box, with the line This user will be invited with the Manager role highlighted, above the pro-rata subscription charge note and the Confirm button.](https://docs.astalty.com.au/assets/invite-user-confirm-role.png)

> **Not Ready to Send the Email Yet?**
>
> Untick **Send invitation email** under **Send Invite** to create the User without emailing them. You can send the invitation email from their profile whenever you're ready, or email a whole group of people at once - see [Sending Invitations in Bulk](https://docs.astalty.com.au/guide/users/sending-invitations-in-bulk).

## Invitation Link

After you submit the required details, Astalty emails the user an invitation link to join your organisation.

![The Welcome to Astalty invitation email, saying the user has been invited to join the organisation on Astalty, showing their username and a Login button, and noting they will set a password before they can log in.](https://docs.astalty.com.au/assets/user-invitation-email.png)

## 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*.

> **Need to Resend to More Than One Person?**
>
> Use **Actions → Send Invitations** on the Users page to select everyone still waiting on an invitation and email them all at once. See [Sending Invitations in Bulk](https://docs.astalty.com.au/guide/users/sending-invitations-in-bulk).

## Locked Account?

If you are locked out, select **Forgot Password?** on the sign-in page or open [Reset Password](https://app.astalty.com.au/forgot-password), then follow the prompts.

![The Astalty sign-in page, with the Forgot password? link highlighted below the Email and Password fields.](https://docs.astalty.com.au/assets/forgot-password.png)

## Auditor Access

See [Inviting NDIA Auditors](https://docs.astalty.com.au/guide/users/inviting-ndia-auditors-to-your-account) to grant an auditor controlled access to your Astalty account.