Invitation templates are a feature that allows you to configure the invitation email sent when inviting team members and the requested information to collect before they accept the invitation.
Since this is an email inviting team members, include a message the company wants to convey before joining! Also, by pre-configuring the information and documents team members need to submit, you can effectively reduce the admin's workload.
[Manage Member Invitation Templates] permission is required.
Setting Up Invitation Emails
[Members] → [Add Member] → [Manage Invitation Templates] click
Invitation emails can be configured in various ways depending on the target audience through [Create New], and you can also use templates provided by flex.
Click the [three dots] on the right side of a template to edit or delete the template content. You can also set one template as the 'default'.
Templates set as default cannot be deleted.
Setting Up Requested Information
You can configure this in [Members] → [Add Member] → [Manage Invitation Templates] → [Requested Information].
Requested information settings can be newly created through [Create New] to match the information the company wants to collect when inviting team members.
Click the [three dots] on the right side of a template to set one of the created templates as the 'default'.
Templates set as default cannot be deleted.
In Basic/HR Information, you can select the information or documents you want to collect and set whether they are required.
For document submission editing, please refer to Document Folder Settings.
FAQ
I want to add more diverse submission documents.
I want to add more diverse submission documents.
You can add more document categories and manage documents for each category through items added in Document Folder Settings!
The team member is still in pending/information entry stage. Can I change the invitation email template or request additional documents?
The team member is still in pending/information entry stage. Can I change the invitation email template or request additional documents?
Once sent, the invitation email template cannot be changed. You need to delete the member, re-register them, select the desired invitation email template, and send a new invitation email.
Alternatively, after the member signs up, you can ask them to upload the requested documents to their Document Folder via My Profile - Documents tab!
What happens if the admin pre-uploads submission documents set in the requested information template to the member's profile?
What happens if the admin pre-uploads submission documents set in the requested information template to the member's profile?
Those documents are excluded from the email request when sent.
Example) 9 types of submission documents set as required in the invitation email template
Admin pre-uploads 5 of the 9 types to the new employee's profile
Admin sends the invitation email with the template containing all 9 types
The new employee receives requests for only the remaining 4 types (excluding the 5 pre-uploaded), and can proceed to the next step after uploading files for those 4 types.