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Create accounts directly, send email invites, or let people join automatically by company domain

Three ways a person gets an employee record - created directly, invited by email, or auto-joined by a verified domain. The first two start at People → People → Add employee; the third at Settings → General.

Create directly, or send an invite

Add employee opens on Send an invite - the person types their own name when they accept, and the emailed link proves the address. Both ask for the Work email, Role and Employment start date. An invite opens with today's date there; for existing staff, enter the real hire date, since first-year leave counts from it. The person starts on that date when they accept. Create now is for provisioning ahead of someone's own sign-up: its start date opens empty, and it also asks for full name, job title, manager and country; an invite leaves those for the profile.

Direct create, invite acceptance and domain join each add the person to every leave policy set to add new hires, in the same step that writes the record, so their prorated balance is there from their first day. Sending and redeeming both check the plan's seat cap; a blocked redemption leaves the invitation pending until an upgrade.

Pending invitations

An invite's link is valid for 7 days. Pending invitations sit in their own table above the directory on People → People, with Resend and Revoke per row; Resend extends the invitation another 7 days and sends the email again. An invite nobody accepts keeps an Expired badge; the row is marked expired only when someone tries the stale link.

What the invited person experiences

The link opens an accept-invite page. Get started treats the link as proof of the address, creates the account, and asks for a name plus one sign-in method - Create a passkey, a password, or Google and Microsoft where configured. An address that already has a sign-in method is sent to the sign-in page instead. Acceptance succeeds only when the signed-in account's email matches the invited address.

Join automatically by domain

Settings → General carries Verified email domains: claim a company domain, publish the DNS TXT record SquadBear generates, then press Verify. Matching only works for Google Workspace sign-ins - it reads Google's hosted-domain claim, never the raw email suffix, so a personal Gmail address never triggers it.

A verified domain has one switch, Let people with an @domain address join automatically. On, the welcome screen after sign-in offers Join, which writes the employee record; off, it offers Request to join, queued under Requests to join on People → People with Approve and Decline per person. Approving hires them like a direct create.

Roles, and who approves

Every employee record has one role - employee, manager, admin, or owner; invites and direct creates grant the first three. Role decides which pages someone can reach (manager and above get All requests, Reports, Coverage risks, Team timesheets). It does not decide whose leave requests they approve - that's the separate Manager field on a profile, and the default workflow routes each request to whoever it points at. All requests and the approval detail page require manager or above, so an approver left on employee cannot open the request in the app.

Worked example

Marta, Northlake's admin, invites Aleksandra from People → People: Send an invite, role Employee, and she changes Employment start date from today to 1 March, Aleksandra's first day. When Aleksandra accepts, her record starts on 1 March. For the rest of the studio, Marta claims northlake.io, adds the TXT record, presses Verify, and turns automatic joining on: everyone else signs in with their work Google account and joins from the welcome screen without an invite.