Invite and send information

Two buttons at the top of each profile send an email to the employee. They do not have the same purpose:

Button	To whom	What it sends
Send an invitation	a person who needs to sign in to the management interface	a link to the sign-in page
Send details	any employee who has a card	their three links: profile page, Wallet card, signature

Most employees only need their details: they use their materials without ever signing in. These actions require the Editor or Administrator role.

Send details

For one employee

1. Open their profile in Profiles.
2. Click Send details, at the top right.
3. Check the address shown in the confirmation window, then click Send.

For several employees

1. In the Profiles list, check the profiles concerned (only active profiles can be checked).
2. Click Send details.
3. Confirm with Send.

Profiles without an email address are skipped, and their number is shown at the end of the sending.

To which address?

The email goes to the profile's Displayed email, or failing that to its Sign-in email. If the profile has neither, the button is grayed out: add an address in the Information tab.

What the employee receives

An email titled “Your digital profile”, with:

• Profile page: the address of their page, to share and bookmark;
• Business card: the Add to Apple Wallet and Add to Google Wallet buttons, to open from the phone itself;
• Email signature: the link to their signature, to copy into their email client, and the .htm file for Outlook on Windows.

These three links are permanent: the employee's contact details may change, the links stay the same. They do not need an account to use them.

The Wallet card and signature links are personal: the employee should not forward this email. The link to their profile page, on the other hand, is made to be shared.

For the next steps, point them to Install your email signature and Add your card to Wallet.

When to send it again?

Not after every change: the profile page updates itself, and the Wallet card's QR code always leads to the up-to-date profile. Send it again:

• to a new hire;
• to someone who changes phone or computer;
• when a signature copied by hand needs to be reinstalled: new job title or new number, new layout. A signature pasted into an email client keeps the text from the day it was copied. The Google Workspace and Outlook (Exchange) modules avoid this step;
• when the look of the Wallet card has changed in the template and the card needs to be reinstalled.

Send an invitation

The invitation only concerns people who need to sign in to the management interface: to update their own profile (User role), or to manage the company's profiles (Editor, Administrator).

1. Open the profile, Account tab.
2. Check the Sign-in email, turn on Access to the management interface and choose the Role. Save.
3. Click Send an invitation, at the top right, then confirm with Send.

The button is grayed out if the profile is not enabled or does not have access to the interface.

When you create a profile with access already granted, the invitation is sent automatically on saving. The button is then used to send it again.

To invite several people at once: check them in the Profiles list, then click Send invitations. Only those who have access to the interface receive an email.

What the invited person receives

An invitation email with a Sign me in button. It opens the sign-in page with their address already filled in: they then receive a sign-in code by email. There is no password to create. See Sign in.

The invitation goes to the Sign-in email (Account tab), not to the displayed email.

Both at once?

For an employee who signs in, send both: the invitation to access the interface, the details to install their materials. Once signed in, they also find their links in the My profile box on their dashboard.

See also Access and roles.