Inviting Team Members

Inviting team members is available on the Pro plan. Each person you invite takes one licence from the pool you have bought, from the moment the invitation is sent.

Send invitations

1. Go to Settings > Team Members.
2. Click Invite Member.
3. Enter the person's email address.
4. Select their role: Employee, Contractor, or Manager.
5. Optionally, assign them to specific projects.
6. Click Send Invite.

What the invitee receives

The invitee gets two separate emails, and they need both:

1. "You're invited to join your organization on Voltasis" — explains who invited them, their role, and any assigned projects.
2. "Welcome to Voltasis" — contains their temporary password.

They sign in at the app with their email address and that temporary password, and are then prompted to set a permanent one. There is no invitation link to click.

If the temporary-password email has not arrived, tell them to check their spam folder, or resend the invitation from the Invitations tab.

Manage pending invitations

Pending invitations appear in the Invitations tab on the Team Members page. You can:

• Resend an invitation if it expired or wasn't received.
• Revoke an invitation to cancel it before it's accepted, which returns its licence to the pool.

Someone who has been invited but has not yet signed in also appears in the member list with an amber Invited badge, so the roster shows who has actually started using Voltasis.

Understand roles

Each role has different permissions:

• Employee — Track time, submit for approval, view assigned projects.
• Contractor — Same as Employee, but tracked separately for billing and reporting.
• Manager — Everything an Employee can do, plus approve time entries and manage team members they oversee.
• Admin — Full access to all features, settings, and billing.

For a full breakdown, see Understanding Roles and Permissions.

Licences and billing

Inviting somebody takes a vacant licence and does not change your bill, because the licence was already paid for. If every licence is assigned, the invitation is refused and you are shown how many you have and how many are in use, with a link to buy another.

Licences are billed monthly or annually depending on your plan. Charges are prorated only when you change how many licences you own.

For details, see Licences and Proration.