Invite someone
Fill in a new starter’s details, level, pay and where they work, then send the invitation email that lets them join.
People join Yes Chef by invitation. You fill in a short form about the new starter, and an email goes to them with the link they use to create their sign-in. This is done on the web; the iPhone app has no way to add someone.
Go to Rota & team, then Staff
- Press Add employee. A panel headed Add new employee opens, with three steps along the top: Personal details, Role and pay and Payroll.
- Under Personal details, type their First name, Last name and Email. The email is marked Invite goes here, so use an address they can open. Preferred name (optional), Date of birth and Phone (optional) can be left for them to fill in.
- Press Next: role and pay.
- Under Role and access, check the Home location and pick a Permission level. The box beside the levels shows what the level you picked switches on. Unless you are an Admin, every level above Employee is locked and marked Admin only.
- Under Pay and contract, choose How they’re paid: Hourly, Salaried or Trial shift. Then fill in Hourly rate £ (or Yearly salary £ for someone salaried), the Start date, the Contract (Full-time, Part-time or Zero hours) and Contract hours a week. Where there is a Probation box it starts at the site’s own length; change it for this person, or pick No probation.
- Under Where they work, pick their Area and Position. Signed off on is for the stations they can already run, and is optional.
- If you have their payroll answers, press Add payroll details and fill in Starter statement, Student loan, Postgraduate loan and Sex. This step is optional: anything left blank, and their address, bank details and National Insurance number, they add themselves once they have joined.
- Press Send invite. It says Invite sent, with their email address.
What happens next
The email goes to the new starter. Until they use it they are listed on the Staff page under Invited, not joined. When they create their sign-in, what you typed here is already on their record: their level, home location, area, position, pay and contract. They are then asked for the rest of their own details, as described in Sign in for the first time.
You do not have to finish in one go. From the second step on, the form is kept as a draft as you type: the top of the panel says Draft saved. Close the panel and it says Saved as a draft. To pick it up again, see Finish a draft or revoke an invitation.
If the person is coming in for a trial first, do not add them as an employee yet: book a trial shift instead.
If it doesn’t work
- There is no Add employee button
- You do not have the “Invite new staff” permission at the location you are looking at. An Admin can switch it on for you.
- “Not quite”
- The first step is not finished. The message says which part: “Add their first and last name.”, “Add an email address — the invite goes there.”, or a problem with the phone number.
- “Couldn’t send the invite”, with “You don’t have permission to invite staff at this location.”
- You can invite at some locations but not at the one chosen under Home location. Pick a location you invite at, or ask an Admin.
- “Couldn’t send the invite”, with “Only an admin can invite someone above employee level.”
- The level is above Employee and you are not an Admin. Send the invitation at Employee level and ask an Admin to raise it, or ask an Admin to send it.
- “Couldn’t send the invite”, with “Draft not saved · check your connection”
- A salary, a probation length of their own or a hire from a trial travels with the saved draft, and the draft did not save. Check your connection, wait for Draft saved, and press Send invite again.
- “Couldn’t send the invite”, with another reason
- The reason comes from the sign-in service that sends the email. Read it as written, check the email address, and try again.
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