Accepting a team invitation

When a business adds you to its team on Swellbase, you get an email invitation. This article covers accepting it, with a new account or one you already have, what to do if the link does not work, and the Getting Started checklist you see on your first visit.

The invitation email

The email's subject is "You've been invited to join" followed by the company's name. It says who invited you and the role you will have.

The invitation email with the Accept Invitation button

Click Accept Invitation. The page that opens repeats the company and your role, and asks whether you are new to Swellbase or already have an account.

The invitation page with Create your account and Log in buttons

Accept with a new account

If you have never used Swellbase, create your account from the invitation. It joins you to the company in the same step.

1. Click Create your account
2. Fill in the form:
   • First Name and Last Name - how your name appears to the rest of the team
   • Email - the address the invitation was sent to. You cannot change it here
   • Phone Number - choose your country from the flag, then type your number
   • Password - at least 8 characters, with an uppercase letter, a lowercase letter, a number and a symbol
   • Confirm Password - the same password again
3. Click Create Account

The Create your account form filled in for Johnny Utah

You then see "Check your email". Swellbase sends a confirmation link to the same address: click it to verify your account, then log in. You are already a member of the company, so you go straight to its dashboard.

The Check your email page after creating an account

Accept with an account you already have

If you already use Swellbase, perhaps with another company, accept the invitation from the account you have. You do not need a second one.

1. Click Accept Invitation in the email
2. Click Log in
3. Log in with the email address the invitation was sent to

The invitation is accepted as soon as you are logged in, and you land on the new company's dashboard. If you were already logged in when you clicked the link, this happens straight away.

Each company you belong to keeps its own role and its own dashboard. To move between them, click the company name at the top left of the sidebar, as described in Creating an Additional Company.

If the link does not work

The invitation page shows a message instead of the buttons when it cannot accept the invitation:

• "Invitation Not Found" - the link is not valid. This happens when the business has sent the invitation again, which replaces the old link with a new one, or has cancelled it. Use the most recent invitation email, or ask for a new one.
• "Already Accepted" - you have already joined. Click the link below the message to go to the company's dashboard.
• "Email Mismatch" - you are logged in to Swellbase as a different email address from the one the invitation was sent to. Log out, then open the link again and log in with the invited address. An invitation can only be accepted by the address it was sent to; if you want to use a different one, ask the business to invite that address instead.

If you log in and see "Welcome to Swellbase"

This page appears when your account does not belong to any company yet, for example if you logged in before accepting your invitation, or your invitation was for a different email address.

The Welcome to Swellbase page for an account with no company

• If you are joining a team, do not use Create New Company. Open the invitation email and accept it as above. Once you have joined, refresh the page and you go to the company's dashboard.
• Manage Account opens your account settings, and Logout logs you out.

Your Getting Started checklist

The first time you open the company's dashboard, a Getting Started card at the top welcomes you to the company and lists three things to set up. Owners do not see it.

The Getting Started checklist on a new instructor's dashboard

• Add a profile photo - Upload photo takes you to your account settings, covered in Updating Your User Profile
• Add your availability to the rota - Set availability opens the My Availability window, where you add the dates you can or cannot work. Managing your availability is covered in its own article
• Upload your qualifications - Upload opens My Qualifications, where you add certificates and licences. Recording qualifications is covered in its own article

Each item is ticked off once Swellbase finds it done, and the bar shows how far through you are. To hide the card, click the X at its top right. It does not come back once you have hidden it, but everything on it can still be done from your account settings, the My Avail. This Week widget and the Qualification Expiries widget. The rest of the dashboard is covered in Using the dashboard.

Need Help?

If your invitation does not work or you cannot log in, contact our support team by email or WhatsApp.