An invitation emails a staff member a link to set up their own account. They choose their own password, so nobody else ever knows it, and their kiosk PIN is created automatically.
Steps
- Go to Manage → Members.
- Click Invite by Email.
- Enter a full name and email address for each person. Click Add another to invite several at once — or paste a list of names and addresses straight into the first field.
- Choose the location they'll work at and their role.
- Click Send invitations.
What they receive
Each person gets an email naming your business, with a link to choose a password. Once they finish, they're shown their kiosk PIN and can sign in on the web or in the app straight away.
Because we already know their real email address, their notifications are switched on automatically — rosters, payslips, leave decisions and replies from you all go to their inbox without them setting anything up. Staff added by hand have to enter and confirm an address first.
Make a note of the PIN when it's shown. Staff can't look up their own PIN, so if they forget it they'll ask you for it.
The link works once and expires after 7 days. It only ever creates the one person it names, so it's safe to send by Messages or WhatsApp as well — use Share link if someone doesn't check their email.
Managing invitations
Anyone you've invited appears under Waiting to join until they accept:
- Resend emails a fresh link. The previous one stops working.
- Share link creates a new link to send another way.
- Cancel revokes the invitation immediately.
If an invitation shows "Email couldn't be delivered", that address was rejected by the receiving mail server — usually a typo. Cancel it and invite the corrected address.
Tips
- Invitations are available on Starter and above, because staff logins need a paid plan.
- A pending invitation holds a place on your plan until it's accepted or expires.
- Owners and managers can both send invitations. Only the owner can invite another manager.
- If someone's email address already belongs to a NestedClock account — their own business, or another employer — use Add Staff Member to create a work login for them instead.
- Because an invited staff member signs in with their real email address, they can use Forgot password? on their own. Staff added by hand cannot.
- Nobody sees their password — not you, and not us. If they forget it they reset it themselves by email.
- Nothing happens until they set a password. An invitation that is never accepted simply expires.