Save a staff member invitation as a draft

This guide shows you how to save a new staff member's invitation as a draft. Drafting an invitation lets you set up their profile completely before you invite them to your organization.

Preparing a staff member's profile beforehand ensures a smooth onboarding experience. When they accept their invitation, their permissions, rates, and job assignments are already configured, so they can start work right away.

Before you start

• You need a role with permission to add and manage staff members, such as Admin.

Create a draft invitation

You can create a new staff member profile and save it without sending an invitation immediately. The profile is stored as a draft.

1. Navigate to Staff.
2. Select the New Staff Member button.
3. Enter the person's First Name, Last Name, and Email address.
4. Assign them a Role to define their permissions across AtomicSam.
5. Set their default Billable Rate and internal Cost Rate.
6. In the Assignments section, add them to the relevant Jobs.
7. At the bottom of the page, select Save Draft.

The staff member is now listed on your Staff page with a Draft status. They do not have access to your organization and have not received any emails from AtomicSam.

💡 Tip: You can prepare draft invitations for your entire team at once. This is helpful when you are first setting up your organization.

Edit and send a draft invitation

You can edit a draft profile at any time. When you are ready for the person to join your team, you send the invitation.

1. Navigate to Staff.
2. Find the staff member with the Draft status and click their name to open their profile.
3. Update any details, such as their assigned role or billable rate. All changes save automatically.
4. When you are ready, select the Send Invitation button in the banner at the top of the page.

After you send the invitation, the staff member receives a welcome email. The email contains a unique link to join your organization. Once they click the link and create their password, they can sign in and get started.

⚠️ Heads up: The invitation link in the welcome email expires after 7 days. If the link expires, you can resend the invitation from the staff member's profile page.

Good to know

• A draft staff member profile does not count toward the staff limit on your subscription plan. You are only billed for them after they accept their invitation.
• You cannot change the email address on a draft invitation. To fix a typo in an email address, you must delete the draft and create a new one.
• Staff members in a draft state cannot be assigned to tasks, mentioned in comments, or included in reports. They must accept their invitation first.

What's next

• Add and manage staff members
• Understanding roles and permissions
• Set billable and cost rates for staff