Invite your team
Everyone who works in To Bill has their own account, with their own permissions. You invite them by email; they join your company when they accept.
Before you start
- You need the permission to invite users (Users · Create). By default, only the administrator has it.
- Your email address must be confirmed. This is what stops someone who opened an account at an address that is not theirs from bringing other people into it. If you signed up with Google or Apple, it already is; otherwise, see Confirm your email address.
- The Business subscription includes unlimited users.
- For your fiduciary, there is something better than an invitation: they follow your company from their cockpit. See The fiduciary cockpit.
Send the invitation
Open your account menu, at the bottom left, then Users. Click Add (1).
Enter the person’s Email (1).
Choose their Role (2): Administrator, Member, Viewer or Fiduciary. The matching Permissions are ticked automatically.
If needed, adjust the permissions area by area: tick a whole area, or click each permission (View, Create, Edit, Delete, Send…). The counter shows how many permissions are given.
Click Send invitation. The message Invitation sent successfully! confirms it.
Your address is not confirmed yet?
The page says so first of all: “To invite someone, first confirm your email address (…) with the link in the confirmation email.”, and Send invitation stays greyed out. Click Resend the confirmation email (1), open the email you receive and click its link, then come back to invite. Resend, in the list of invitations, and Invite user, in the mobile app, also require a confirmed address.
The Member role suits most colleagues: they can do everything day to day, except manage users, settings, the subscription and payroll. The roles and permissions are described in detail in Users, roles and permissions.
What the invited person receives
They receive an email “… invites you to join … on To Bill”, with the Accept the invitation button. The link is valid for 7 days.
Pass these instructions on to them:
- Click Accept the invitation in the email. The Join … page opens, in the company’s name: who is inviting you, the role and permissions you are given, and the address the invitation was sent to. Nothing is accepted yet.
- You are not signed in: click Sign in if you already have a To Bill account with this address, or Create an account if not, with exactly the invited email address. You then come back to the invitation.
- Click Accept: you arrive in the company that invited you. Later takes you back to To Bill without accepting; the link in the email stays valid until it expires.
Signed in with another address?
The invitation can only be accepted with the email address it was sent to. If you are signed in with another address, the page tells you: click Switch account, then sign in with the invited address.
If the link has expired, the page says so and tells you who can send you a new one.
Once the invitation is accepted, the person moves from the Invitations list to the Users list, with the role and permissions chosen. If they already have other companies in To Bill, they switch from one to another with the switcher at the top of the left-hand menu.
An account created without the invitation’s link
Did the invited person create their account directly, for example from the To Bill website, without clicking the link in the email? They have nothing to start again: when they describe their company, To Bill tells them that an invitation is waiting for them. What follows depends on their email address.
Address not confirmed yet. The screen says that an invitation is waiting for this address and offers Send the invitation email again (1): the link in that email leads to the invitation, as above. It also says that once they confirm their email address, they will see the invitation in this place and accept it in one click. To confirm it, they open the “Confirm your email address” email received at sign-up, or have it sent again with Resend the email, in the reminder above; if they closed that reminder, the Send the confirmation email button shows next to Send the invitation email again.
Address confirmed. As soon as they click the link in the “Confirm your email address” email, the Email address confirmed page shows each invitation waiting for them: who invites them, the company, the role and the areas opened, with Accept (1). The same invitations then show at the top of the Your company screen.
They join your company only with Accept, never automatically; they then arrive in it without creating a company. Later lets them carry on without accepting, and the link in the invitation email stays valid until it expires. See Confirm your email address.
Follow your invitations
On the Users page, click Invitations, at the top right.
- Status: Pending until the invitation is accepted, Expired after 7 days.
- Resend sends a new email, with a new link valid for 7 days. Use it if the invitation has expired or the email got lost (check the spam folder too).
- To cancel an invitation, tick it, then click Delete. The link that was sent no longer works.
One invitation at a time
While an invitation is pending for an address, To Bill refuses to send a second one: use Resend in the list of invitations.