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Onboard a New Team Member

This tutorial invites a new team member, assigns them the correct role, adds them to the relevant project and access groups, and confirms their access is working.

Outcome​

A new team member has an active Workflows account, the correct role on the project, group membership where applicable, and can access the documents and actions relevant to their work.

Before you start​

You need project admin or organization admin access. Have the new member's email address, their intended role, and any groups they should join.

Steps​

1 — Send the invitation​

  1. Go to Team in the sidebar.
  2. Select Invite member.
  3. Enter the email address.
  4. Choose the project.
  5. Assign the initial role.
  6. Send.

The member receives an activation email. They must click the link and complete their profile before you can add them to groups.

2 — Confirm account activation​

Ask the member to confirm activation. Once active, their status in the Team list changes to Active.

3 — Add to access groups​

  1. Go to Admin → Access control groups.
  2. Open each group this member should belong to.
  3. Select Edit members and add the new member.
  4. Save.

4 — Verify access​

Ask the member to log in and confirm they can see:

  • The correct project or projects.
  • The document register with appropriate access.
  • Any pending workflows or transmittals assigned to them.

5 — Introduce notification preferences​

Ask the member to review their notification settings under Settings → Notifications to set their preferred email frequency.

Common issues​

  • Invitation not received — ask the member to check their spam folder. Resend the invitation from the Team tab if needed.
  • Cannot see expected project — check that the invitation specified the correct project and the member accepted it.
  • Missing access — review the access group membership and role assignment.