Invite your team

Only admins can invite people. Head to People and click Invite person.

Invite one person

The invite form asks for:

• Email — where the invite lands, and their login.
• First name and Last name.
• Role — Employee, Manager or Admin (default Employee). Managers get People, Approvals, Skills and Reports; admins also get Settings.
• Department (optional) — or leave as “No department” and sort it later.
• Start date — defaults to today. Allowances pro-rate from this date for mid-year starters.
• Annual allowance (optional) — leave blank for the org default.

Click Send invite. The person gets an email with a link; following it asks them to Set your password (12+ characters, entered twice) and drops them straight into the app.

A few things worth knowing:

• Invite links last 7 days. If one expires, just invite the person again.
• The confirmation message is deliberately generic (“If that email is valid, an invite has been sent”) — it never reveals whether an address already exists.
• If the email matches someone you previously archived, Rotaleave offers to Reinstate them instead of creating a duplicate — see Archive and reinstate people.

Invite in bulk with the staff CSV

For a whole team at once, use the Staff CSV import — it’s step 6 of the setup wizard and also lives at Settings → Import / Migrate.

1. Click Download CSV template and fill it in. The Mon–Sun columns take Full, AM, PM or Off; leave them blank for Mon–Fri full-time. Part-time and half-day patterns pro-rate the allowance automatically. Role defaults to employee and allowance to the org default if you leave those out.
2. Tick Send invite emails now if you want invites to go out immediately — otherwise you can invite people later from the People page.
3. Click Preview. Nothing is written yet — you get a table of what would be created, updated and skipped.
4. Click Import.

Re-uploading the same file is safe: rows are matched by email and updated, not duplicated. If some invite emails fail to send, the importer lists who to re-invite from the People page.

Seats and billing

Everyone who isn’t archived counts as a person for billing — including people who’ve been invited but haven’t signed in yet. Rotaleave is free up to 10 people; see Billing and seats.