Administration

User Invitations

Invite users to the app and walk through the account activation flow

Overview

New users are added by an admin through the organization panel. When a user is created, an invitation email is sent automatically with a token-based activation link. The invited user clicks the link, sets their name and password, and their account is ready.

Create and Invite a User

  1. Go to My Organization in the sidebar.
  2. Click Create User.
  3. Fill in the required fields:
    • Email — the user's work email address.
    • Role — Admin, Manager, or User.
    • Manager — assign a reporting manager (establishes the team relationship).
  4. Click Save.

The invitation email is sent immediately after saving.

Create User form showing email, role, and team fields Create a new user from the My Organization page

Invitation Email

The invited user receives an email with an activation link. The link contains a unique token and expires after a set period.

In local development, emails are caught by Mailpit at http://localhost:8025 — no real emails are sent.

Invitation email in Mailpit showing the activation link Invitation email as seen in Mailpit

Tip: If an invitation email doesn't appear in Mailpit, make sure the Symfony Messenger async transport is running: php bin/console messenger:consume async.

Accept the Invitation

When the user clicks the activation link, they're taken to a registration form:

  1. Enter First name and Last name.
  2. Set a Password.
  3. Optionally enter Birth date (used for the birthday section on the dashboard).
  4. Click Activate.

The account is now active and the user can log in.

Account activation form with fields for name, password, and birth date The account activation form

After Activation

Once activated, the user should:

  • Complete their profile — set working days, contract start date, and profile image.
  • Connect Slack — enter their Slack Member ID under Connected Services to receive personal notifications.
  • Subscribe to iCal — copy the calendar feed URL for leave request visibility in their calendar app.

Resend or Reset

If the invitation email was lost or expired:

  1. Go to My Organization.
  2. Find the user and open their detail page.
  3. Click Reset Password.

This sends a new activation email with a fresh token. The process is the same as the original invitation — the user clicks the link and sets their password.

Tip: The Reset Password button works for both un-activated accounts (resends the invitation) and active accounts (sends a password reset).