Invite and link team members

Getting your team connected to Intermio means they can view their schedules, submit preferences, and stay in sync with the venue's planning. This tutorial covers every method available for adding and linking team members.

1. Navigate to the People page

From your workspace navigation, open the People page. This is the central hub for managing your team roster. You will see existing team members listed here, along with options to add new ones.

Before adding people, have a rough idea of who you need to add. It helps to have their names and contact information ready, especially if you plan to send digital invitations.

2. Add a person manually

The simplest way to get started is to add people manually. This creates a person record that you can immediately use in scheduling, even before the employee has linked their own account.

1. Click the add person button on the People page
2. Enter the person's name and any required details
3. Assign them to the positions they can work
4. Save the record

3. Generate a QR code invite link

For quick in-person onboarding, Intermio can generate a QR code that your team members scan to join the workspace. This is perfect for situations where your team is physically present — during a staff meeting, at the start of a shift, or when a new hire arrives.

1. Open the invite or sharing option from the People page
2. Select the QR code generation option
3. Display the QR code on your screen or print it
4. Have the team member scan it with their phone camera
5. They will be directed to create an account and link to your workspace

4. Share an email invitation link

For remote onboarding or when you want employees to join at their own pace, share an invitation link via email or messaging. The link directs them to create an account and associate with your workspace.

1. Open the invite option and select email/link sharing
2. Copy the invitation link or enter the employee's email
3. Send the link through your preferred channel (email, messaging app, etc.)
4. The employee clicks the link, creates an account, and joins your workspace

5. What happens when an employee accepts the invitation

When an employee uses your invitation link or QR code, they create their own Intermio account (or sign in if they already have one). The system then links their account to the person record you already created in your workspace.

Once linked, the employee can see their own schedules, submit preferences during collection periods, and receive notifications about schedule changes. The person record in your workspace stays the same — it just gains a connected user account behind it.

6. Verify linked accounts

After sending invitations, check back on the People page to see which team members have successfully linked their accounts. Unlinked records will still appear but without the connected account indicator.

1. Return to the People page
2. Look for the linked account status on each person record
3. Follow up with team members whose accounts are still unlinked
4. Resend or regenerate invitation links if needed

7. Manage team member access and roles

Each person in your workspace has a role that determines what they can see and do. Employees see their own schedules and preferences. Managers can build schedules and manage the team. Owners have full control over workspace settings.

Review and adjust roles as your team structure evolves. Promoting a trusted employee to manager, for example, lets them help with scheduling without giving them full owner-level access.

8. Troubleshooting common onboarding issues

If a team member reports they cannot see the workspace after accepting an invitation, check the following:

• Confirm they signed in with the same email used to accept the invitation
• Check that their person record exists and is active in your workspace
• Verify the invitation link has not expired — regenerate if needed
• Ensure they completed the full account creation flow, not just the first step