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Inviting a user to Volopay

For All Accounts

Written by Volopay Support

Permission Required: Users with the Admin Profile can access this feature

Regional Availability: Australia, India, Indonesia, Singapore, Unites States

Overview

After setting up your account, you can seamlessly invite your entire company to begin managing expenses on Volopay. The process of adding new users is straightforward and secure. Simply send an invitation, and the recipient will receive an email containing a secure link to sign up and join your company’s Volopay account. This streamlined onboarding process allows your team to quickly integrate into the platform, enabling efficient and collaborative financial management across your organization.

Invite a user to Volopay

  1. Go to: Manage > People > click the "Invite people" button (on the top right)

  2. Select the user role for the invitee ; (Admin, Member, External Accountant).

    ​Note: To understand more about these primary roles click here.

  3. Input the required fields (and any optional fields):

    • Email Address

    • Department

    • Location

  4. Click "Invite"

During the invitation process, you'll be prompted to fill out the new member’s details. Here, specify the department and location they will belong to. This is a mandatory step to ensure the individual is aligned with the correct team from day one.

Note: Invitation will expire in 14 days so ensure that the invitation link can be accessed by the new user.

Reinviting a Pending or Expired User

Invites will expire in 14 days and can be resent by going to Manage > People > Pending invites > click on the expired section and resend an invite (or select multiple invites to resend).

Invites can also be deleted before the invitees have accepted. To delete the invite, locate the user in the "Pending Invites" list (if there are more than one), and then click on the expire invite icon. This will deactivate their pending invite immediately.

Note: Kindly check the spam folder or junk folder if in any case the invitation link is not received in email.

Bulk User Invite :

Overview :

The Bulk User Invite feature enables admins to invite multiple users to Volopay at once through a file upload. Instead of sending invitations individually, admins can upload a template containing user details such as Name, Email, Role, Department, and KYC preference. The system automatically validates the data, identifies invalid email addresses, removes duplicate entries, and allows admins to review the list before sending invitations.

This feature simplifies user onboarding and helps save time when adding large teams.

Steps to Bulk Invite Users :

  1. Navigate to Settings → Users → Invite Users → Bulk Invite.

  2. Download the bulk invite template.

  3. Fill in the required user details:

    • Name

    • Email

    • Role

    • Department

    • Skip KYC (if applicable)

  4. Upload the completed template.

  5. Review the uploaded list and resolve any errors highlighted by the system.

  6. Click Send Invites to invite all users.

Note :

  1. Invalid email addresses are detected before invitations are sent.

  2. Duplicate entries are automatically removed.

  3. Invitations expire after 14 days and can be resent if required.

  4. Only admins can access and use the Bulk User Invite feature.

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