Adding and Inviting Team Members

You add new staff in Univents directly in the Staff section, using a short form you can speed up with templates when adding several people in similar roles. This guide is for anyone maintaining their team, onboarding new hires, or granting access to the app and the staff portal.

Opening the staff list

1. Go to Staff in the left navigation.
2. Click the Members tab.
3. You'll see all active team members as cards, along with a KPI strip showing team size, number of managers, total contracted hours, and number of templates.

Adding a new team member

1. Click Member in the top right (the button with the plus icon).
2. The New member form opens.
3. Fill in First name, Last name, and Email – all three are required. Phone is optional.
4. Under Type, choose either Manager (supervisory role, with app access) or Helper (casual worker, service staff).
5. Optionally enter Position, h / week, and Vacation days – these values feed into time balance tracking and leave planning.
6. Optional: link a Payroll product from the inventory as the billing basis, and add Skills as tags.
7. Click Create member.

The profile appears immediately as a card in the staff list and can be edited further by clicking on it.

Access to the app and the staff portal

Access depends on the Type:

• Managers automatically receive an invitation email with app login when created. You also pick a role that determines which modules they can see (create roles under Settings → Roles). If your plan has no free admin seat left, Univents shows the monthly extra cost before creating the account, and you confirm deliberately.
• Helpers don't get an app login. Once assigned to their first shift, they automatically get access to the staff portal via a link in the shift email – no separate password needed.
• To promote an existing helper to manager later: open their detail page and click Invite as manager.

Adding many members quickly – with templates

When you need to add several people with similar contract terms, a template is worth setting up. It automatically pre-fills type, position, weekly hours, hourly rate, vacation days, and skills when creating a new profile.

Creating a template:

1. In the Members tab, click Templates (the button in the top right next to the plus button).
2. In the Member templates dialog, click New template.
3. Enter a descriptive name, e.g. Full-time service.
4. Fill in the default values for Type, Position, h / week, € / hour, and Vacation days.
5. Click Create template.

Using a template when adding a member:

1. Open the New member form via the Member button.
2. In the Template section, select your template from the Apply template dropdown.
3. The fields are filled in automatically – you only need to enter First name, Last name, and Email.
4. Click Create member.

Fields at a glance

Migrating a larger team – contact the Univents team

Products, contacts, and events have their own Excel import wizard (see Importing Products, Contacts and Events via Excel). No such self-service import exists yet for team members.

To migrate an existing team from another system, send us a structured list via the Help button in the app or email support@univents.app – we'll run the import for you and follow up once done.

Frequently asked questions

Do I need an email address for every helper? Yes, the email address recently became required when adding anyone – including helpers. It's used for automatic staff-portal access on their first shift assignment.

Does every new manager cost extra? Only if your plan has no free admin seat left. In that case, Univents shows you the monthly extra cost before the invitation goes out, and you decide whether to continue.

How do I schedule shifts for newly added staff? Once the profile is created, you can assign the person to a shift in the Staff scheduling board.

What happens to shifts and time tracking when someone leaves? Archive the person via the detail view using Archive instead of deleting them – shifts and time logs are preserved.

Tips

• Create templates first: Set up all your templates before you start adding profiles. This saves the most time for large teams.
• One email address per person: Every employee needs their own email – if an address is shared across profiles, it blocks the invitation and portal access.
• Add data later: Address, emergency contact, and other fields can be filled in later via the detail view – you don't need to complete everything when creating the profile.
• Staff portal: For how helpers view and confirm their shifts in the portal, see Staff Portal: Shifts.