Onboarding new employees is an important process in integrating them into the company. However, there are instances where challenges may arise that can disrupt the process. For example, after the Admin or HR personnel successfully onboard or re-onboard employees, they may encounter issues such as missed onboarding deadlines, leading to expired invitation links, or the employee not receiving the invitation email at all.
As an admin, it is vital to address these challenges promptly to ensure a seamless onboarding experience. By following the steps outlined below, you can help employees activate their accounts and log in smoothly, enabling them to begin their new roles without unnecessary delays.
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How to Verify if an Employee Account is Active
How to Verify if an Employee Account is Active
If an employee is experiencing access issues, the first step is to verify whether their account has been activated. If the account is already active, assist them by Resetting their password instead of using the 'Resend Invitation' button showing on their profile. Note that the Resend Invitation option is only for accounts that have not yet been activated.
Steps to Check Account Status
Head to the Employee List
Go to Employees > All Employees to view the full list of employees.
Check the Account Status
Look for the Status column in the employee list.
Here’s what the statuses mean:
Onboarding: The account requires activation before it can be used.
Active: The account is already activated and does not require further action.
View Additional Details (For Onboarding Accounts)
For accounts with an Onboarding status, click the eye icon next to the employee’s name to view their profile.
A message will appear at the top of the profile indicating:
"Status: Waiting for employee to complete onboarding."
Resending the Invitation Email
If an employee requires a new activation link, follow these steps:
Access the Employee’s Profile
Navigate to Employees > All Employees.
Search for the employee by typing their name in the search bar.
Click the eye icon next to their name to view their profile.
Resend the Invitation
In the employee’s Personal Tab below email address information, click the Resend Invitation button.
This will trigger the system to send a new activation email to the employee.
Inform the employee to check their email inbox (including spam or junk folders) for the activation email. Once they receive the email, they can click the link to set their password and activate their account.
Important Note: Only use the Resend Invitation option for employee accounts that require activation. If the account is already active, assist the employee by resetting their password instead.
Copy the Invitation Link
Head to the Employee’s Profile
Go to the Employee’s Personal Tab and click the Copy Invitation Link button.
Copy the Link
A prompt will appear with the invitation link. You can:Copy and share the link externally (e.g., via email or messaging) for the employee to activate their account themselves.
Paste the link into a new browser tab to activate the account on their behalf.
Set a Temporary Password (If Activating on Their Behalf)
If you choose to activate the account for the employee, you will be prompted to set a temporary password for them. Ensure this password is shared securely with the employee. Click Begin Onboarding after.
Feel free to contact us if you face difficulties through the support chat icon on the bottom right of the screen, or email us at support@payboy.biz. We will get back to you within 3 working days.