Inviting Your Team

System users are the people in your organisation who log in to OpsOS directly. Adding a new user is a two-step process — you create the account first, then release access when everything is set up.

Why it works this way

New users are created in Introduction Mode by default. This means the account exists in OpsOS immediately — you can assign a role, set permissions, and add them to shifts or other work — but they cannot log in yet and are not told the account exists. This lets you get everything in place before the user has access.

Step 1 — Create the account

1. Go to Settings → Users → Create User.
2. Choose Internal User or External User.
3. Enter First Name, Last Name, Email, Phone, and Job Title.
4. Choose the user's Role.
5. Turn on External Planner Access or External Purchasing Access if needed.
6. Check Hold Invite (Introduction Mode).
7. Click Create User.

Internal users are normally created with Hold Invite (Introduction Mode) set to Yes. This means the account exists straight away, but the person cannot log in yet and no invite is sent.

Step 2 — Set up the account

Before releasing access, make sure the account is fully configured:

• Check the role is correct. The role controls everything the user can see and do. See Roles and Permissions if you need to review or create a role first.
• If the user needs specific permission adjustments beyond their role, set those in The Permissions Manager.
• If you are using Planner, you can add the user to shifts before they have access — their account is visible to scheduling even in Introduction Mode.

Step 3 — Release access

When the account is ready:

1. Go to Settings → Users.
2. Open the user.
3. Click Edit.
4. Under Onboarding, set Hold Invite (Introduction Mode) to No.
5. Save.

OpsOS sends the user an email containing a temporary password. On first login, they are required to set a new password before they can do anything else.

Planner workers vs. system users

System users log in to OpsOS directly and manage operations. Planner workers are a separate type of person — freelancers or external staff who only need to see their shifts. They access the Planner worker portal, not the main OpsOS app.

If you are adding someone who only needs to see their shifts, use the Planner's worker onboarding flow rather than creating a system user.

Things to know

• A user in Introduction Mode cannot log in. If someone says they cannot access OpsOS, check whether Introduction Mode is still turned on for their account.
• The temporary password is for first login only. The user must set their own password before they can proceed.
• Only one role can be assigned per user. If you need to change it later, see Managing Users.