Invite your team
Create accounts for your colleagues with a temporary password, choose each person's employee role, and tell them how to sign in.
APROS does not send invitation emails. An administrator creates an account for each colleague with a temporary password, then gives them the workspace address, their email and that password.
Before you begin
| Permission | What it allows |
|---|---|
UPDATE_ORGANIZATION | Open Settings → Users. |
CREATE_EMPLOYEE | Create user accounts. |
ASSIGN_ROLE | Set a person's Employee Role, which gives them their access. |
UPDATE_EMPLOYEE | Change a user's details, status or password. |
DELETE_EMPLOYEE | Deactivate a user. |
The Administrator role has all of these. See Roles and permissions.
Create departments first (optional)
If people should see their department's records, set up departments before you add people. Go to Settings → Departments, click Create Department, and fill in the Department Name and, optionally, a Department Head and a Parent Department. Creating departments needs the CREATE_DEPARTMENT permission.
Add a user
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Go to Settings → Users and click Add User.
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Under Profile, fill in Full Name, Email and Password. The password is the person's temporary password: at least 8 characters, with an uppercase letter, a lowercase letter and a digit.
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Under Role & Access, choose the Employee Role. It decides what the person can do (see the table below). Leave Portal user (client) off for employees.
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Under Organization, set the Position, Department, Manager and Hire Date. The department and manager matter for access: some roles see their department's records or their team's records.
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Under Contact & Communication, add a Phone Number and the person's Telegram username if you have them.
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Click Create User.
The Employee Role gives the person one of the built-in roles:
| Employee Role | Role the person gets |
|---|---|
| Owner | Administrator |
| Director | Director |
| Department Head | Department Head |
| Manager | Department Head |
| Employee | Employee |
| Contractor | Employee |
What each built-in role can do is described in Roles and permissions.
Tell them how to sign in
Send each person:
- your workspace address, for example
https://yourcompany.apros.app; - the email you entered;
- the temporary password.
Ask them to change the password after they sign in. See Change your password.
Send the temporary password through a channel you trust, separately from the address if you can. Anyone with the email and password can sign in as that person until they change it.
Change someone's access later
Open Settings → Users and click the person.
- To change their position-based access, change Employee Role. APROS replaces their built-in role with the matching one and keeps any custom roles they have.
- To give them additional roles, click the ⋮ menu → Manage Roles.
Remove access
Open the person, click the ⋮ menu → Deactivate User and confirm. APROS sets their status to Terminated and signs them out on every device. They can no longer sign in; their records stay in the workspace. To restore access, change their status back to Active.
You can't deactivate your own account.
If APROS refuses to add a user
APROS shows the reason in a message. The usual ones:
- The email is already in use. Every user needs their own email; a user with this email already exists.
- The workspace has reached its user limit. People who already have accounts keep working. You can see the limit in Settings → Organization → Usage.
- Your role lacks a permission from the table at the top of this page.