Inviting your team

Introduction

Everyone who works in BMexa is a user with a username, a department, a role and (usually) someone they report to. The reporting line matters: managers see their people’s clients, follow-ups and field activity, and approvals move up it. Only the company admin can invite, edit and deactivate users.

Inviting a user

1. Open Team › Users. The Members tab lists everyone with their username, email, role, department, who they report to and their status. The Teams tab shows the org chart.
2. Click Invite user.
3. Fill in Full name and Email. Leave Username blank to have it made from the email, or type one: 3 to 40 letters, numbers, dots, dashes or underscores. BMexa tells you at once whether it is Available or Already taken.
4. Pick the Department (Sales & Business Development, Front Desk, Finance & Accounts, Marketing, CRM, HR & Operations, Channel Partner Management or Executive) and the Role (Sales executive, VP / sales head, Company admin, Sales support, Customer support head or executive, Accounts head or executive, Project helpdesk). The department decides the default sidebar; the role decides the kind of work.
5. Set Reports to. Leave it at No reporting manager only for heads of department.
6. If this person works in the field, tick Record this person’s location during reporting hours and set Reporting from and Reporting to.
7. Click Send invite. The person gets an email with a link that works for 7 days.

The person’s first sign-in

1. The invite email opens Join <Company>. The person sets a Password of at least 8 characters, confirms it and clicks Accept invite. They are signed in straight away.
2. From then on they sign in with their username and password at your company address, or with the Company ID and username in the phone app. See Signing in.
3. If the link has expired, send a new invite. If someone cannot find the email, use Set a temporary password on their row instead (see below).

Managing users

Each row in Members has four icons:

• Edit user: department, designation, Username, Employee code, Mobile (for WhatsApp alerts), role, status, Reports to, location tracking, Project access (which projects the person may register clients for) and Sidebar access.
• Set a temporary password: works for one sign-in; the person is asked to choose their own password immediately.
• Deactivate user: the person is signed out everywhere, their live leads move to Unassigned (history kept), pending approvals move to their manager and unit holds are released. The sales heads are told to reassign; see Assigning and transferring clients.
• Declare unavailable: a temporary hand-over to a colleague while the person stays active (leave, travel).