Send 7shifts Invites and Confirm Employee App Activation
Your team needs to accept their 7shifts invitation before they can view their schedule, submit availability, or receive shift notifications. Send invitations now so your core staff are activated before your first schedule goes live.
After completing this article, your team will be activated and ready to view and respond to their first published schedule.
Where you are: Phase 2 - The First Schedule
Assign Employees to Departments and Roles- Send 7shifts Invites and Confirm Employee App Activation (you are here!)
- Build and Publish Your First Schedule
Things to know
- Invitations are sent to the email address on each employee's 7shifts profile. An employee with an incorrect or missing email won't receive an invitation.
- Employees need to accept their invitation to receive shift notifications. Employees who haven't accepted can still appear on a published schedule, but they won't receive push notifications and can't submit availability or time-off requests until they activate.
- Invitations can be sent in bulk from the Team page or individually from each employee's profile.
- Invitations expire after 5 days if not accepted. Resend an expired invite from the employee's profile or by hovering over their name on the Schedule page.
Before you begin
Employees should be fully assigned to their departments and roles before invitations are sent, so their schedule view is correct when they log in for the first time. If you haven't done this yet, start with Assign Employees to Departments and Roles.
Send invitations to your team
Note: Before sending invitations, verify each employee's email address is correct. Go to Team and open the employee's profile to check. An incorrect or missing email means the invitation won't be delivered.
- In the left navigation bar, go to Team.
- To invite your full team at once, click the Invite Employees button at the top of the page. This sends an invitation to every Employee in the account who hasn't previously accepted one.
The Invite employees button also appears on the Dashboard, Schedule page, and in Team Messaging. - To invite an individual Employee, open their profile, check the Invite to 7shifts via Email/SMS box, and click Save.
- To invite an employee from the schedule, hover over their name on the Schedule page and click Invite employee via email on their card:
- Once invitations have been sent, the following will land in their e-mail inbox:
Note: Managers and Assistant Managers will need the "Can add employees" permission to send invitations.
For employees:
"Hey everyone! We're moving to 7shifts for scheduling. You'll get an email invite shortly. Download the free app and accept the invite so you can see your schedule and set your availability. Once you’re in, make sure to enable push notifications so you don’t miss schedule updates, shift changes, or important team messages. The 7shifts 101: How to get started as an Employee article will give you an overview on how to get started."
For managers:
"Hey team! We’re moving to 7shifts for scheduling and team management. You’ll receive an email invite shortly. Be sure to download the app, log in, and enable push notifications to get started.
As a Manager, you’ll be using 7shifts to oversee schedules and ensure your team is actively engaged. Please review the setup articles,along with the Who's Working Dashboard Overview, for a step-by-step guide on getting your team consistently using 7shifts.
Here are a few articles to share that cover the most common employee questions in the first week (try using the 7shifts' built-in Messaging app):
Confirm employee app activation
- In the left navigation bar, go to Team.
- Use the filter options on the Team page to view Employees by invitation status (i.e., pending, required). Look for status icons next to each name to see who is still pending.
- Employees who haven't accepted their invite after 5 days will have an expired invitation. Resend it by opening their profile or hovering over their name on the Schedule page and clicking Resend Invite.
- Ask any Employee whose status is still pending to check their spam or junk folder for an email from 7shifts.
Note: You don't need 100% activation before publishing your first schedule. Prioritize activation for Employees scheduled in the first week. The rest of the team can activate after the schedule is live.
What's next
Your team has received their invitations and your core staff are activated in 7shifts.
Your next step is Build and publish your first schedule. This is your activation milestone: publishing your first schedule completes Phase 2 and puts 7shifts to work for your operation.