This article explains the difference between creating employee profiles without login access and sending invitations to employees with full platform access. Follow these steps to ensure your team is correctly set up and assigned the appropriate roles.
Before we walk through the steps to add or invite employees, let’s cover the basics to understand the key differences between the two.
Adding vs. inviting employees
When managing your team, you have two options for creating employee profiles: adding and inviting.
Adding an employee
Creates a profile without login access.
Useful for keeping records of employees who do not need to use the platform.
No invitation email is sent.
Inviting an employee
Sends an email invitation with a link to set up their Tellent HR account.
Provides login access based on the assigned role (Administrator or Employee).
Enables the employee to interact with the platform, submit requests, and view relevant data.
Adding an employee
Use these steps to add an employee to Tellent HR without granting login access. This allows you to create their profile and store essential information without sending an invitation email.
Navigate to Settings → Organization → Team members and click + Add team member.
Fill in the employee’s details, such as email address, first name, and last name.
Set up access and assign roles by toggling on HR and select Employee (listed only) from the dropdown menu. See a description of what each role entails.
Leave Create Tellent login and send an invitation email open to prevent sending the employee an email with a link to set up their account.
Click Add members to finalise.
Type of roles
Type of roles
Administrator: full access to all features in the platform.
Employee: limited access within the platform.
Employee (listed only): No access to the platform.
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📌 Note: You can also add employees in bulk by clicking the Import file button. Learn more about bulk import in Importing team members.
Inviting an employee
Use these steps to invite an employee to Tellent HR with login access. The employee will receive an email to set up their account and gain access according to the role you assign.
Navigate to Settings → Organization → Team members and click + Add team member.
Fill in the employee’s details, such as email address, first name, and last name.
Set up access and assign roles by toggling on HR and select either Administrator or Employee from the dropdown menu. See a description of what each role entails.
To allow the employee to log into Tellent HR, select Create Tellent login and send an invitation email. The employee will receive an email with a link to set up their account. You can also choose to send the invitation later.
Click Add members to finalise.
📌 Note: You can also add employees in bulk by clicking the Import file button. Learn more about bulk import in Importing team members.
Managing employees
Active and deactivated tabs
The Active tab provides an overview of all employees with an active user account. This includes employees who have been added but not yet invited, as well as those who have been invited and have accepted their invitation.
The Deactivated tab lists employees whose accounts have been deactivated. These employees can no longer log into their apps, but as an admin, you still have full access to their profiles. Deactivated accounts are not charged, and you can reactivate them at any time.
Active
Once a member is added, you can manage them directly from the Team members page. Click on the employee’s name to open a pop-up window, which contains four tabs:
Account settings
Permissions and access
Groups
Departments
Let’s explore each tab in detail.
1. Account settings
The Account settings tab allows you to:
Update the employee’s first and last name, email address, and profile photo.
Deactivate the employee’s user account when needed.
Send or resend an invitation to access the platform.
2. Permissions and access
Within the Permissions and Access tab, you can:
Adjust company management permission levels.
Set up platform access and assign roles to the employee.
Company management
The Company management permission determines what an employee can do at the organizational level. You can grant full access or limit their permissions to specific areas:
Full access: The employee can manage all organizational settings.
Administrative access: You can choose which areas they can manage, such as:
Managing users
Managing billing
No permissions: The employee cannot manage organizational settings.
📌 Note: When we say organizational settings, we’re referring to the administrative settings that affect the entire company account in Tellent.
App access
Under Access to apps, you can toggle access for one or both platforms. Removing a member from a platform revokes their access, but their data remains visible on the "Active members" tab.
Use the Role dropdown to update an employee's role on either platform. The Employee (listed only) role does not include login capabilities. An employee will be simply added to the platform but with no user access.
3/4. Groups and departments
Within these tabs you can assign an employee to one or more groups and departments.
📌 Note: Learn how to create groups and departments in Groups and departments.
Deactivated
A deactivated member is no longer counted as part of your subscription. To reactivate a member:
Go to the Deactivated tab in Team members.
Click Activate next to the team member you want to reactivate.
Click Confirm.
The user will regain the same permissions they had before deactivation, and an activation email will be sent to their email address.
