Invite your team to SquadBear
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 domain — all starting from Admin → People → Add employee. Here's what each does, and what actually decides who someone's manager is.
Create directly, or send an invite
Add employee opens with two tabs; Send email invite is the default — the person picks their own name at signup, and the invite proves their address. Create account now is for provisioning ahead of someone's own sign-up: it asks for a start date, manager and country up front, while an invite leaves those for the profile afterward.
Either way, the balance grant lands the moment the record is saved, not on some future nightly run — direct create, invite acceptance, and domain auto-join (below) all run the accrual engine synchronously, so whoever joins first sees a real, prorated balance the same minute.
Pending invitations
An invite's link is valid for 7 days; pending invites sit in a table under the People list with Resend, Copy link, and Revoke. Resend extends the same invitation another 7 days. One that nobody accepts in time doesn't auto-cancel — it just sits there tagged "expired" until an admin resends or revokes it, or someone tries the stale link.
What the invited person experiences
They get a link to an accept-invite page. Signed out, it offers Sign in or Create an account, landing back on the same link once authenticated. Email/password sign-in always works; Google and Microsoft are available too if configured. Any method works, but acceptance only succeeds if the signed-in account's email matches the invited address.
Join automatically by domain
Admin → Workspace → Email domains lets you claim a company domain and prove ownership with a DNS TXT record SquadBear generates; hit Verify once it's live. 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 can never trigger it.
A verified domain's Auto-join toggle decides what happens next: on, a matching sign-in creates the employee record immediately; off, it lands in a join-request queue on Admin → People — "Join requests," with Approve/Reject per person, approving via the same path as accepting an invite.
Roles, and who's actually "the manager"
Every employee record has one role — employee, manager, or admin — deciding which pages someone can reach (manager/admin get Approvals, Reports, Coverage risks, team timesheets; employee doesn't). It does not decide whose leave requests they approve — that's the separate Manager field on a profile, and approvals route to whoever that field points at, even if that person's role is still "employee." Promoting a role widens what someone can see; setting them as someone's manager is what makes them an approver.
Worked example
Marta, Northlake's admin, invites Aleksandra from Admin → People: Send email invite,
role Employee, nothing else — Aleksandra's start date is set automatically to the
day she accepts, not a date Marta types in. For the rest of the studio, Marta claims
northlake.io, adds the TXT record, hits Verify, and turns Auto-join on:
everyone else signs in with their work Google account and lands in the workspace within
seconds, no invite needed.