Video length: 3:15
Watch on YouTube ↗How to add and invite an employee in ShiftPriority
Create the employee's profile, check their work settings, then invite them to join your workplace with their own login. The video walks through the form using a German workplace as its example.
English AI voice with English and German captions. The video loads from ShiftPriority when you press Play.
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Before you start
Sign in to the correct workplace with permission to add employees. Sending an invitation also requires the invitation permission. Prepare the employee's name, role and agreed employment settings; available fields depend on your workplace's country.
Follow the steps
Open Team and add the employee
Choose Team, then Add employee. Enter their name and select the employment type. In a German workplace you may also see Mini-job and country-specific vacation fields.
Choose their availability model and roles
For part-time employees, choose the appropriate availability model. Availability First Scheduling uses their submitted availability; Flexible Time Off starts with the schedule you plan and their time-off requests. Set their main role and any additional roles they are qualified to cover.
Review hours, pay and tip participation
Set an optional monthly hours limit and hourly rate, and check Receives tips. In German workplaces, review workdays, vacation entitlement and start date. Resolve any validation errors before saving; these settings do not replace a review of the employee's actual contract and applicable rules.
Decide whether Floor access is appropriate
Floor access gives an employee restricted Shift Manager capabilities on their rostered workdays. Grant it only when they need those responsibilities. It does not give them a full manager account.
Save the profile and send the invitation
Click Add employee. Newly added manual profiles normally have no email, so with invitation permission you receive a personal link to copy or share. Invitations to existing profiles with an email address use email delivery, with a share-link fallback. Email delivery requires a verified manager email. Creating a profile and sending an invitation are separate permissions; a failed invitation does not undo profile creation, so check its result before adding the employee again.
Have the employee accept their own invitation
The personal invitation is single-use and expires after seven days. The employee opens it, supplies their date of birth, chooses a password and completes the account flow. A share-link invite asks for their email; an emailed invitation keeps the addressed email fixed. After acceptance, they can use their employee app.
Invitations give employees access to their published shifts and requests. See how restaurant scheduling works
What to know about this recording
What changed since the recording?
The video demonstrates the share-link route and does not show the date of birth now required during acceptance. Employee logins created by this acceptance flow are confirmed directly; there is no additional employee verification-email step in that flow.
Does missing availability block the day?
The recording says all other times are blocked in Availability First Scheduling. Current behavior treats a day with no availability declaration as available all day. Review submitted unavailable or partial-day windows before scheduling.
Are limits only warnings?
Manual shift editing can warn about the monthly hours limit, while Fill schedule respects the cap. An hourly rate below an applicable configured minimum can block saving when compliance validation returns an error. The app's checks are assistance, not a legal compliance guarantee.
What does the employee see?
Employees use their own account for shifts, availability, requests, clocking and tips within their permissions. If your workplace enables coworker visibility, they can also see coworkers' published shifts. Their ordinary employee account does not become a manager account by joining.
What if they already have an account?
An invitation does not overwrite an established account. Existing account holders should sign in and use the appropriate workplace-linking flow rather than creating a duplicate login.
Full video transcript
The original spoken transcript is shown below. The notes above explain any qualifications to the recording.
In this video, you'll add a new employee, and see what every option means.
Open Team in the menu.
This is your team list.
Click Add employee.
Start with their name.
They'll add their own email when they accept your invite, and their phone number in their profile.
Next, the employment type.
It also decides how their availability works.
Full-time staff follow the schedule you plan, and request sick leave or vacation when they need it.
Part-time staff can work either way.
You decide.
In Germany, you'll also see Mini-job.
Mini-jobbers tell you when they're available, and you schedule them within that.
We'll choose Part-time.
Because part-time can go either way, pick their availability model here.
Availability First Scheduling: they mark when they can work, and all other times are blocked.
Flexible Time Off: you plan their shifts, and they request time off or cover when they need it.
We'll keep Availability First.
Role is the job they normally do.
It groups them on the schedule, and Fill schedule uses it to match them to shifts.
You can add more roles in Settings, under Roles and Tips.
Monthly hours limit caps their hours per month, handy for mini-jobs.
You get a warning before a shift goes over it, and Fill schedule never goes past it.
Leave it empty for no limit.
In Germany, you'll also see three vacation fields.
Workdays per week is how many days they usually work.
A week off never costs them more vacation days than this.
Vacation days per year: leave it empty to use your business's number, scaled to their workdays, or type their own.
ShiftPriority shows the legal minimum, and won't accept less.
Start date: if they join partway through the year, ShiftPriority works out this year's share.
Additional qualified roles are other jobs they can cover.
Fill schedule may put them on those shifts too.
Team messages still go by their main role.
Hourly rate is optional.
ShiftPriority uses it to work out your labor cost.
With labor-law compliance turned on, it also warns you if the rate is below minimum wage.
Turn on Floor access to make them a shift manager.
While they're working, they can manage the full schedule for that day.
Receives tips is on by default.
Turn it off for anyone who shouldn't get a share when you split tips.
And Notes are for anything else you want to remember.
When everything looks right, click Add employee.
ShiftPriority makes a personal invite link.
Copy it, or share it straight to WhatsApp or a text message.
The link works once, and expires after seven days.
They open it, enter their email, choose a password, and get their own app for shifts, time off and clock-in.
They're on your team now.
More video guides
How to publish a schedule in ShiftPriority →
Publish one shift, a day or a week in ShiftPriority. Learn how drafts, employee notifications and republishing changed shift times work.
How to distribute tips and record payouts in ShiftPriority →
Enter a day's tips, check worked hours, review the split and record payouts in ShiftPriority. Watch the Tip Sharing walkthrough with a full transcript.