Invite your team
Herding Cats is more useful once other people are in it. This page covers sending an invitation, what the person on the other end sees, and what to do when an invitation goes unanswered.
Who gets what
When you invite somebody you choose one of three levels of access. The choice is not permanent — you can change it later.
| Choice | What it means in the app |
|---|---|
| Staff | Limited access to assigned events |
| Coordinator | Manages events and staffing |
| Admin | Full access to company settings |
Coordinators and admins work in the main app alongside you. Staff get their own simpler view of just their own events, called the staff portal.
You can invite from Company → Users, or from the Staff Directory page using its Add staff button. Both open the same Invite a user box and send the same email.
If you have a whole roster to bring in at once, use Bulk invite or Import on the Staff Directory instead of doing them one at a time.
Send an invitation
- Open the invite box
In the left menu choose Company, then Users. The page is headed Users. Press Invite user.
A box opens titled Invite a user. Underneath it says They’ll get an email with a link to set up their account.
- Type their details
Fill in Email. First name and Last name are optional, but filling them in makes the invitation email friendlier — it will greet them by name.
- Pick their Role
Use the Role dropdown to choose Staff, Coordinator, or Admin. Each choice shows a one-line reminder of what it allows.
- Only if they drive a truck for you
When the role is Staff, one more row appears, labeled Type, with a tick box: Invite as freight driver.
Leave it unticked for ordinary staff. Tick it only for a freight driver — they get a dedicated driver portal when they sign in, instead of the normal event portal.
- Press Send invitation
The green button reads Send invitation.
When it works, you see a green panel that says Invitation sent, with They’ll receive an email with instructions. underneath. There is also an Invitation link box with a copy button, in case you want to send the link some other way.
From there you can press Done, or Invite another to keep going.
Invitation created — email not sent means the invitation exists but the email did not go out. The invitation still works. Copy the Invitation link from the panel and send it to them yourself — by text, by chat, however you normally reach them.
What they see
The email subject line reads You’re invited to join {your company name} on Herding Cats. It says who invited them and which role they are getting, and it has one big button: Accept invitation. The button uses your brand color.
The email also includes the plain link, for anyone whose email program hides buttons. The invitation is good for 7 days.
When they follow it:
- They see who invited them
The page says You’re invited to join, then your company name, then a line confirming the role they are being given.
- They ask for a code
Their email address is already filled in and cannot be changed. They press Send verification code.
- They type the code
They type the six digits into Verification code and press Verify & continue.
- They finish their own profile
The screen shows You’re in! and then Taking you to profile setup…
Staff members are dropped straight into a short profile questionnaire. Coordinators and admins land in the app.
Nobody has to invent or remember a password to accept an invitation. It is always the six-digit code by email.
Chase, resend, or cancel
Every invitation that has not been accepted yet sits on Company → Users, under the Pending tab. The tab shows how many are waiting.
Each row shows their Email, their Role, when it was Sent, and when it Expires. An invitation past its date shows a red Expired badge.
At the end of each row is a small button with three dots. It gives you:
- Copy invite link — grab the link and send it yourself.
- Resend invitation — send the email again.
- Revoke — cancel it.
Choosing Revoke asks you to confirm with Revoke this invitation?. Once you press Revoke invitation, the link stops working straight away and the person cannot use it to sign up. Send a fresh invitation if you change your mind.
What to do next
- Set up your first event — give your new team something to work on.
- Invite and onboard staff — the longer version, including what your staff fill in about themselves.