As long as you have not invited any employees to Smartplan, you are the only one who can see the rota. This means that an employees does not have access to your Smartplan account before you have invited them. As long as you have not invited them, they will look like this in your employee list:

If you want to invite them to Smartplan you can just click on “send email now” and the following will appear:

If you have created several users without filling out their email addresses this list will contain all of these users. You can just fill out the email address of the users you want to invite.

When you invite them, you can also fill out a message from you, which will appear in the email we will send with the invitation:

When you have written a message, you can just click on “Send invitation to Smartplan”.

Now we will send an email to your employee, which looks like this:

"Hi Susan Mette has invited you to Et eller andet on Smartplan. Smartplan is an online employee schedule thats makes it easy to manage your shifts, attendance and swaps. Mette writes: Our rota is now available on Smartplan. I have already created a user for you. Please activate it. Mette has added you to Smartplan, please activate your user. Activate Smartplan user."

The text “Activate Smartplan user” is a link, they need to click on to activate their user.

As long as Susan has not activated her user, she will look like this in your employee list:

Unfortunately, it sometimes happens, that an employee does not receive the invitation email from Smartplan.

Always check your spam inbox as emails from Smartplan sometimes end up there.

If an employee still cannot find the invitation email, an admin can send the given employee an activation link. Admins can find this link under the menu item "Employees". Then click on "Resend invitation email" next to the given employee:

Then you will see the option to resend the invitation email by clicking "Send again", but you will also see an activation link, that you can send to your employee. This is the same link, as the employee would receive in the invitation email. Through this link they can activate their user with their email and choose a password: