Add a staff member to your organization

This guide shows you how to add a staff member to your AtomicSam organization. Sharing access with your team allows everyone to track time, manage jobs, and collaborate in one system.

Before you start

• You need to be an administrator or the organization owner to invite staff.
• You must have an available seat on your plan. If not, you can add one during the invitation process.
• You need the full name and email address of the person you want to invite.

Invite a new staff member

When you invite a staff member, they receive an email with a unique link to join your organization. This link is valid for seven days.

1. Go to Settings → Staff.
2. Select the Invite staff member button in the top right corner.
3. Enter the person's First name, Last name, and Email address.
4. Select a Role for the new staff member. The role determines their default permission level across the organization.

💡 Tip: You can create custom roles to fit your team's needs. For now, here are the default roles and what they mean.

Role	Access Level	Best for
Admin	Full access to all clients, jobs, financials, and settings.	Business owners, partners, or operations managers who need to manage the entire organization.
Standard	Can view and manage all jobs and clients by default. Does not have access to financial reports or organization settings.	Full-time staff members who manage their own work and collaborate with the team.
Restricted	Can only see jobs and clients they are explicitly assigned to. Cannot create new jobs or clients.	External contractors, freelancers, or part-time staff who only need access to specific tasks.

1. Optionally, set a Default Billable Rate for the staff member. This rate automatically applies to their time entries on jobs.
2. Click Send invitation to send the invitation email.

⚠️ Heads up: If you are out of available seats on your subscription, we will show you the prorated cost to add one before you confirm the invitation. This charge appears on your next invoice.

Manage pending invitations

After you send an invitation, it appears in a pending state until the staff member accepts it. You can monitor, resend, or revoke pending invitations.

1. Go to Settings → Staff.
2. Select the Pending tab. This tab only appears if you have outstanding invitations.
3. You will see a list of everyone who has been invited but has not yet joined.
4. To resend the invitation, click the three-dot menu (...) on their row and select Resend invite. This is useful if the original expired or was lost.
5. To cancel an invitation, select Revoke invite from the same menu. The link becomes invalid, and the person cannot join your organization using it.

Good to know

• Invitation links automatically expire after seven days for security. If a link expires, you must resend the invitation.
• A staff member can only belong to one AtomicSam organization per email address. If the person you invite already uses their email for another AtomicSam organization, they will need to use a different email address.
• The number of available seats depends on your current plan. You can view your seat count and manage your subscription in Settings → Billing.
• Once a staff member accepts an invitation, they will appear in the Active tab under Settings → Staff.

What's next

• Customize staff roles and permissions
• Set default billable rates for staff
• Deactivate or reactivate a staff member