Adding an employee to the team does not yet give them access to Proplanum. For an employee to log in and use the system or the app, you have to send them an invitation and wait for them to activate their account. This article shows how the two kinds of invitation differ and the four ways of sending them.

The two kinds of invitation

Proplanum has two independent invitations. You can send one of them, both or neither — an employee can be added and scheduled without an active account too.

• "Send invitation to the system" — an e-mail invitation. The employee gets a message with an activation link for logging in through a browser (app.proplanum.com). Requires an e-mail address.
• "Send invitation to the app" — an SMS invitation. The employee gets a message on their phone number pointing them to the Proplanum mobile app. Requires a phone number.

The two invitations are independent of each other — an employee may have one or both active.

The four ways of sending an invitation

1. While adding an employee

At the bottom left of the "Add employee" window (and of "Add employees group") there are two checkboxes: "Send invitation to the system" and "Send invitation to the app". Both are cleared by default. Tick the ones you want and the invitation will go out automatically as soon as the employee is saved.

The details of filling the fields in are described in Adding employees – one at a time and as a group.

2. In bulk — the "Invitations" button

When you want to invite many employees at once, tick them on the list (the checkboxes to the left of the rows). The "Invitations" button will appear above the table with two options:

• "Invite to the app" — sends an SMS to the people selected,
• "Invite to the system" — sends an e-mail to the people selected.

Once you pick "Invite to the system", the "Sending invitations" window opens, where you track the delivery of the e-mails — the "Recipient", "Status" and "Comments" columns show who received the message and where there was a problem.

3. From the list — "Resend invitation"

To send the invitation to a single person again, click the menu icon (three dots) at the end of their row and choose "Resend invitation". The option is visible when the employee has an e-mail address filled in and their status is other than "Active" and "Archived". Once you click it you will see the "Invitation sent" message.

4. From the employee profile — the link under the status

In the employee profile, on the "Personal information" tab, a "send invitation" link may appear under the "Status" field:

• for somebody with the "Inactive" status it is preceded by the text "User has not been invited yet —",
• for somebody with the "Invited" status — "Invitation already sent. Resend?".

Clicking the link sends the system invitation (an e-mail) and confirms it with the "Invitation sent" message.

The employee activating their account

Once the system invitation has been sent, the employee's status changes to "Invited". The employee clicks the activation link in the e-mail and sets a password. When they log in for the first time, their status changes to "Active" (green).

What each status means is described in Employee statuses and what they mean. If an employee reports that they cannot activate their account, see Troubleshooting account activation.

Updated on: 09/08/2026