# Inviting your team

- URL: https://www.usewisecost.com/help/getting-started/inviting-your-team
- Audience: Admins
- Last updated: 2026-09-19
- Part of the WiseCost Help Center: https://www.usewisecost.com/help

> Invite admins and team members from Company Setup → Users in WiseCost, link them to an employee record, and resend or copy the link if the email fails.

To invite someone to WiseCost, go to **Company Setup → Users**, click **Invite user**, choose **Admin** or **Team member**, enter their email address and send the invite. Team members have to be linked to an employee record, so their hours land on the right person. WiseCost emails them their sign-in details, and tells you right away if that email could not be sent.

**Who can do this:** an Administrator.

## Before you start

- The person's employee record has to exist in **Company Setup → Employees**. Employees are synced from QuickBooks Online, or created locally if you have not connected it.
- Decide the role. There are three roles in WiseCost:
  - **Administrator:** full access to settings, billing and all company data.
  - **Team Member:** logs their own time and submits their timesheet. Nothing else.
  - **Supervisor:** a team member who also approves the timesheets of the people assigned to them, and sees nothing else in the company. You do not invite a Supervisor directly: naming a Team Member as someone's approver promotes them to Supervisor automatically. See [Approvers and supervisors](https://www.usewisecost.com/help/timesheet-approvals/approvers-and-supervisors).

## Invite a user

1. Go to **Company Setup → Users** and click **Invite user**.
2. Choose **Admin** or **Team member**.
3. Under **Link to an employee record**, select the employee. It is required for a team member and optional for an admin. An admin linked to an employee record can also track their own time.
4. Enter the **Email address**. Add a **CC** or a **Personal message** if you want.
5. Click **Send invite**.

[Screenshot: Invite user dialog with the Admin and Team member options]

You can also invite a team member directly from their row in **Company Setup → Employees**.

## What happens next

The person receives an email from WiseCost with the subject "Welcome to WiseCost. Your account is ready", with their login and a temporary password. Their first steps are in [Your first login](https://www.usewisecost.com/help/employees/your-first-login).

If the invitation email could not be sent, WiseCost tells you at that moment. On the row of the pending invitation you can **Resend** it, or use **Copy link** in the row menu and send the link through another channel. The link works even if the email never arrived. If several people are not receiving emails, read [Not receiving emails from WiseCost](https://www.usewisecost.com/help/troubleshooting/not-receiving-emails-from-wisecost).

## Share the employee guide with your team

The [For employees](https://www.usewisecost.com/help/employees) guide is three short reads that get anyone logging hours in minutes. Paste this link in your internal announcement:

Share this with your team: https://www.usewisecost.com/help/employees

## Common questions

### How do I make someone a Supervisor?

Assign them as **Approver** or **Backup approver** of at least one employee in **Company Setup → Employees**. A Team Member named as approver becomes a Supervisor automatically.

### The person never got the invitation. What do I do?

Open the pending invitation in **Company Setup → Users** or **Company Setup → Employees**, click **Resend**, or use **Copy link** and send it yourself. Then check [Not receiving emails from WiseCost](https://www.usewisecost.com/help/troubleshooting/not-receiving-emails-from-wisecost).

### Can the same person belong to more than one company?

Yes. One person can be an admin in one company and a team member in another. **My Profile → My Companies** shows their role in each.