How to manage employee Join Links
Streamline adding new hires to 7shifts by using Join Links. Instead of manual data entry, Admins and Managers with permissions simply share a link so new employees can submit their own details. Once you review and approve their request, they are instantly added to your team list and sent an email invite to create their account.
⚠️ Note for iOS Users: The Pending Employee tab will be arriving on the iOS mobile app soon! In the meantime, iOS users can easily review, approve, or decline requests by following the Web steps outlined below.
Things to Know
Important: To generate a Join Link from the schedule page, you must be an Admin or a Manager/Assistant Manager with "Can add employees" and "Can manage schedules" permissions. To approve or decline a request, Managers/Assistant Managers only require the "Can add employees" permission.
- While Join Links must be generated via the web app, they can be managed (approved or declined) using either the web or mobile app.
- Join Links expire 30 days after they are created for security. A new link is generated every day, but previously shared links remain active until their individual 30-day window ends.
- Join Links are generated at the account level. Specific Location, Department, and Role assignments are made during the approval step.
- Each link is limited to 200 uses. If a link hits this limit in a single day, you must wait until the next day for a new link to be generated.
- You have 90 days to review a Join Link request before it is removed from the pending employee list.
- Pending users do not have access to 7shifts until they have been approved by an Admin or Manager/Assistant Manager with permissions and have accepted the invite from 'Join your team' email.
- An Admin can disable all active links at any time in your Company Settings under the User Management tab.
Generate and Share a Join Link
Automate data collection by sharing a Join Link with new hires. Once an employee submits their details—including name, email, phone number, and birthdate—they will appear in your Pending Employee list for final review before being granted account access.
Tip: You don't need to save the link! You can view and copy the Join Link as many times as you need from the Add Employees section on the Schedule page. A new link is generated daily and previously shared links remain active for 30 days.
- Log in to the 7shifts web app.
- Navigate to the Schedule page or the Quick Start Guide (trial accounts).
-
Select Add Employees > Create new employees.
- Choose the option to generate a shareable Join Link.
-
Click the Copy icon to manually share the link via email, or select Send me this link via SMS to receive it on your phone for sharing via text or messaging app.
Important: Adding or updating your phone number here will automatically update the phone number linked to your profile.
Review and Approve Requests
When a new hire submits their details, you will receive a notification via Email, SMS, and the Notification center. Manage these incoming Join Link submissions from the Pending Employees tab; no user is granted access until an Admin or Manager/Assistant Manager with permissions manually approves their entry.
- Log in to the 7shifts mobile app as an Admin or Manager with permissions.
- Tap the Menu icon
, and select My Team.
- Select the Pending Employees tab.
- Tap the employee's name to review their details.
- Assign a Location, Department and Role for the employee and tap Assign.
-
Review final details and tap Approve to accept the request and invite the employee to 7shifts.
Once approved, the employee automatically moves from the Pending Employees list over to the Active Employee list. The employee will then receive an invite to join email where they will be prompted to create an account and set their password.
- Log in as an Admin or Assistant Manager/Manager with permissions on the web app.
- Head to the Team > View Employees.
- Select the Pending Employees tab.
-
Click on Approve next to the employee's name to review their details.
- Assign Location, Department and Role.
-
Click Save and approve to accept the request and invite the employee to 7shifts.
Once approved, the employee automatically moves from the Pending Employees list over to the Active Employee list. The employee will then receive an invite to join email where they will be prompted to create an account and set their password.
Declining Requests
- Log in to the 7shifts mobile app as an Admin or Manager/Assistant Manager with permissions.
- Tap the Menu icon
- Select the Pending Employees tab.
- Tap of employee's name to review their details.
-
Select the three dots top right, and tap Decline.
Note: Employees are not notified if their request is declined. Once declined, they are removed from the Pending Employee list.
- Log in as an Admin or Manager/Assistant Manager with permissions on the web app.
- Head to the Team > View Employees.
- Select the Pending Employees tab.
-
Click on the three dots next to employee's name and click Decline request.
Note: Employees are not notified if their request is declined. Once declined, they are removed from the Pending Employee list.
Disabling Links
An Admin can disable all active links at any time in the Company Settings.
Note: Using the 'Disable all current links' feature will immediately deactivate all previously shared links. This action does not turn off the Join Link feature; Admins and authorized Managers can still generate fresh links at any time via Schedule > Add Employees.
- Log in as an Admin on the web app.
- Head to Settings > Company Settings.
- Select the User Management tab.
- Click on Disable all current links.