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Employee invitation

You can invite your employees to access your book directly from within the IPA Books+ book. Depending on the modules available on the book, employees invited from IPA Books+ will automatically be assigned the Employee system role which allows them to create timesheets, expense claims as well as print and email their own pay slips.

This feature is available on Employee Expenses, Payroll and Time modules.


Invite permission

We have added a new Invite permission to Users. Before you can invite an employee, you will need to have the Invite permission enabled. Administrator and Payroll Administrator system roles automatically have Invite permission enabled by default.

Invite employee

Go to Employee list, click Add to create a new employee or open an existing employee record. The employee email address must be entered and saved before you can send the invite.

Invitation is available on Employee contact type only. The invite button is not available if the employee is also a supplier or customer.
You can invite employee of multiple contact types via the IPA Books+ Customer Portal.
You can also send multiple invites from the employees list.

A message box will appear when you click on the invite button. Click Send invite after you have verified the employee name and email address. An invitation email will be sent to the employee email address.

If the employee already has an existing IPA Books+ Customer Portal account, we will automatically share the book access and assign the employee role.
For security purposes, the invitation email will expire in 7 days if the account is not created. The employee has 7 days to action the invitation email to create a IPA Books+ Customer Portal account.

Invitation emails

If the employee does not have IPA Books+ Customer Portal account, they will receive an email with subject "Verification email for Reckon". Click on Verify your employment button on the email to set up account. The book tile will be available on the dashboard once the account is setup and logged in to IPA Books+ Customer Portal.

If the employee already has an existing IPA Books+ Customer Portal account, they will receive an email with subject "Your employer has invited you to Reckon" to inform them that the book has been shared. The book tile will be available on the IPA Books+ Customer Portal dashboard when they log in.

Cancel invitation

The employee invitation status becomes Invitation pending after the invitation is sent. This status will be in place until the employees have created their IPA Books+ Customer Portal account via the invitation email or become expired after 7 days. You can cancel the sent invitation with the 7 days period. Click on the X icon to cancel a pending invitation.

A message box will appear when you click on the X icon. Click Cancel invitation button to cancel the pending invite. The invitation email will become invalid immediately and the employee invitation status will return to Ready to Invite after the invitation is cancelled.

Resend expired invitation

If the employee do not create the IPA Books+ Customer Portal account from the Verification email within 7 days, the employee invitation status will become expired. Click on Resend invitation hyperlink to send a new verification email.

Revoke employee access

You can revoke your employee access from IPA Books+. By revoking the employee, it removes the employee access to book. The employee will continue have access to their IPA Books+ Customer Portal account without the book tile available on the dashboard. To revoke the employee, click on the X icon next to the username.

You can also revoke multiple employees from the Users list.

A message box will appear when you click on the X icon. Click Yes, revoke to revoke the employee access to the book.

If you set the employee status to inactive and have access to the book, a message box will appear to check if you also want to revoke. You can choose to allow the employee to continue have access to the book or revoke as the employee is now inactive.

Send multiple invites

If you have multiple employees who you want to send the invitation to, you can send it via the Employees list. Select the employees who you want to send the invites to then click on Send invites button on the footer. A message box will appear confirming the action. Click Send invites button to send invitation for the selected employees.

Revoke multiple employees access

To revoke multiple employees from your book, go to the Users list under Settings. Select the employees with Accepted invitation status then click on the Revoke button on the footer. A message box will appear confirming the action. Click Yes, revoke button to revoke access for the selected employees.

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