Invite staff

Who this is for

This guide is for the organization owner: the only person who can add staff to the console.

Add staff appears on the Staff page only for an owner. Everyone else sees the staff list without it.

Before you begin

• Have the person's email address. That is what the invitation goes to, and it is the only required field.
• Decide what they should be able to reach. Roles are easier to maintain than one-off grants, so set those up first in Settings › User roles; see Manage reusable roles.
• Decide their home location, if you have more than one. It preselects the workspace that opens for them; it does not limit what they can do.

Steps

1. Click Settings in the left navigation, then click Staff. The list shows each person with their Work locations, Permissions, and Status.
2. Click Add staff in the top right. Add staff · Step 1 of 4 opens.
3. Type the person's Email. Fill in Name (optional) if you want the list to show a name before they accept.
4. Click Continue. Step 2 asks what they can reach.
5. Under Roles, tick any roles that apply. Their permissions add together, so a person can hold several. If you have not made any roles yet, PositiveForm says so and the person starts view-only.
6. Under Direct grants, tick anything this one person needs that no role covers. A permission already coming from a role is ticked and greyed with via role, so you cannot grant the same thing twice. Use direct grants sparingly; a permission several people need belongs in a role.
7. Click Continue. Step 3 asks for a Home location. Choose one, or No home location. This preselects their workspace and form location; it is not a permission boundary.
8. Click Continue. Step 4 summarises the person, their roles, their direct grants, and their home location. Check it.
9. Click Add staff.

Back returns to the previous step with your answers intact, and Cancel closes without creating anything.

Expected outcome

PositiveForm confirms with Staff profile created and invitation email sent, and the person appears in the staff list with their permissions and invitation state visible.

The profile is created once. If the invitation email fails to send, the profile still exists and PositiveForm tells you so, so a retry never produces a second record for the same person.

They reach the console by accepting the invitation and signing in with that email address. Everything you set here can be changed afterwards from their profile; see Maintain a staff profile.

Screenshots

Recovery

If the email is rejected, the field itself says what is wrong. Correct it and click Continue again.

If adding fails, PositiveForm shows Could not invite that staff member. with the reason, and nothing is created. The most common reason is that the email already belongs to a staff profile in this organization; open that profile instead of making a second one.

If you see Staff profile created, but the invitation email was not delivered., the person exists but has no invitation. Open their profile from the staff list and retry from there. Do not run Add staff again for the same email.

If Add staff is not on the page, you are not an organization owner. Ask one to add the person.

To stop without creating anything, click Cancel.

Related guides

• Manage reusable roles — build the reusable roles you tick in step 5, before inviting anyone.
• Maintain a staff profile — change someone's identity, work locations, or member link after they exist.