# Add and invite team members

Add people on the web or from the app. Employees get a text with a link to the app; managers and admins get an email to set a password. Plus resending invites and checking delivery.

For: Admins, Managers · On: Web, iOS, Android · [Help Center](https://www.mays.app/help) › [Team & roles](https://www.mays.app/help/team-roles) · Last updated October 10, 2026 · Mays Team

Add someone once and Mays sends them what they need: **employees** get a text message with a link to the app, **managers and admins** get an email to set a web password.

## Who can add people

- **Admins** can add anyone, with any role, at any location.
- **Managers** can add employees and other managers at the locations they're assigned to. They can't create admins, move an existing person to other locations, or give someone a role with a permission they don't have themselves.

## Add someone on the web

1. Go to **Locations & Users → Users** (the page is called **Team members**) and click **Add User**. The page has four groups, one under the other: **Profile**, **Locations & pay**, **Employment** and **Access & security**.
2. Under **Profile → Personal Information**, enter **First Name**, **Last Name**, **Email** and **Phone** — all four are required. The phone number is what they'll sign in to the app with, so use their own mobile number.
3. Under **Locations & pay**, click one or more **Assigned Locations** and optionally pick a **Department**.
4. Under **Access & security**, check the **Role**. It starts on **Employee**.
5. Optionally fill in:
   - **Pay** — **Hourly** or **Weekly salary**, and the amount. Leave it blank to use the default wage of the positions they work.
   - **Date of birth** — they get a birthday message on the day and their managers get a heads-up. At a location with Labor law compliance's **Minors (under 18)** on, Mays also uses it to check the hours of anyone under 18. Only people who can edit this person see the date. See [Schedule events and birthdays](https://www.mays.app/help/scheduling/schedule-events-and-birthdays) and [Scheduling minors](https://www.mays.app/help/scheduling/scheduling-minors).
   - **Hire date** — their first day of work. Paid sick leave waiting periods count from it; leave it empty and none applies.
   - **Notes**, and a **Profile Photo** (click the camera icon).
6. Click **Create User**.

![The Add User page: the Profile group with Profile Photo, Personal Information, Status and Notes, then the Locations & pay group with Assigned Locations, Department, Pay and Gusto payroll](https://mays-uploads.s3.us-east-2.amazonaws.com/site/help__add-team-members__01-add-user-form.3931027029.png)

Some settings only appear once the person exists — open them from the list to set their **Scheduling Positions**, meal-break waivers, **Kiosk PIN** and more.

## A team member's page

Click someone in the **Team members** list to open their page. It's split into tabs, like a location's page:

| Tab | What's on it |
| --- | --- |
| **Profile** | Photo, name, email, phone, **Status** and **Notes** |
| **Locations & pay** | **Assigned Locations**, **Department**, **Scheduling Positions**, **Pay** and the Gusto payroll fields |
| **Employment** | **Hire date**, **Date of birth** and meal-break waivers |
| **Access & security** | **Role**, **AI photo auto-reject**, **Kiosk PIN**, and **Account Actions** such as **Email Reset Link** and **Deactivate User** |
| **Certificates** | Food handler cards and other certificates. Only there while Labor law compliance's **Food safety certificates** is on at one of their locations |
| **Activity** | Changes to their account, such as their status, role and meal-break waivers, and the invitation texts and emails sent to them |

You can change fields on several tabs and save them all at once with **Save Changes** at the bottom. A dot on a tab means it has changes you haven't saved yet, and switching tabs keeps them. **Cancel** asks before it throws unsaved changes away. The buttons under **Kiosk PIN**, **Account Actions** and **Certificates** act straight away and don't need **Save Changes**.

![Nia Park's page on the Profile tab, with dots on Profile and Employment and, at the bottom, Unsaved changes on Profile, Employment next to Cancel and Save Changes](https://mays-uploads.s3.us-east-2.amazonaws.com/site/help__add-team-members__03-team-member-page.9c1d3c50be.png)

## What they receive

| Role | What Mays sends | What they do |
| --- | --- | --- |
| **Admin** or **Manager** | An email, *"(your company) invited you to Mays"*, with an **Accept invitation** button. | Click it, choose a password and click **Activate account**. The link works for 7 days. |
| **Employee** (and any other role) | A text: *"You've been added to (your company) on Mays. Download the app and sign in with this phone number: https://mays.app/get"* | Install the app from the link and sign in with their phone number and the code Mays texts them. No password. |

Until they accept or sign in for the first time, they show as **Pending** in the list. Their first sign-in makes them **Active**.

Someone with a custom role who also needs the web app gets the text, not the email. They can set a web password with **Forgot password?** on the sign-in page, or you can send them **Email Reset Link** from the **Access & security** tab of their page — Mays confirms with *"Reset link sent to (their email)"*, and the link works for 24 hours. The button is greyed out until the person has an email address on their **Profile** tab.

## Resend an invitation and check it arrived

- **Resend:** in the **Team members** list, click **⋮ → Resend Invite** on a Pending person — or open them and click **Resend Invitation** under **Account Actions** on the **Access & security** tab. Mays sends the text or email again with a fresh 7-day link and confirms with *"Invitation sent to (their phone number or email)"*; if it could not be sent, the message says why.
- **Check delivery:** open the person and go to the **Activity** tab. Each text and email is listed — for example *App download link texted to (•••) •••-1234 — delivered*, or *Invite email sent to j…@example.com*. A line that says *could not be texted* or *undelivered* usually means the phone number is wrong: fix it on the **Profile** tab, click **Save Changes**, and resend.

![The Team members list with search, location, role and status filters, the Find duplicates, Import employees and Add User buttons, and each person's role, location, status and last activity](https://mays-uploads.s3.us-east-2.amazonaws.com/site/help__add-team-members__02-team-members.ab99e72491.png)

## Add someone from the app (managers and admins)

1. Tap your picture in the top-left corner to open **Profile**, then tap **Team**.
2. Tap **+**: at the top right on iPhone, at the bottom right on Android.
3. Enter **First name**, **Last name** and **Phone**. **Email** is optional in the app — add it for managers and admins, who get their invitation by email.
4. Pick the **Role** and the location: on iPhone you can tick several under **Branches**; on Android pick one **Branch**.
5. Optionally set a wage (**Hourly** or **Weekly salary**), then tap **Add** (iPhone) or **Add team member** (Android).

They receive the same text or email as when you add them on the web. For everything else you can do from the app, see [Managing your team from the app](https://www.mays.app/help/team-roles/manage-team-on-mobile).

## Good to know

- **Each email address can only be used once** in your organization, and capitals don't make a new one: *Jane@example.com* and *jane@example.com* are the same address. Mays saves emails in lower case. To find people who were added twice, use **Find duplicates** on the **Team members** page (admins). See [Merging duplicate users](https://www.mays.app/help/team-roles/merge-duplicate-users).
- **Kiosk PIN:** everyone added on the web gets a 4-digit PIN for shared kiosk tablets, shown on the person's page under **Kiosk PIN** on the **Access & security** tab (**Reveal**, **Change**, **Regenerate**). Admins can see anyone's PIN; managers can see and change the PINs of staff at their own locations — not other managers' or admins'. The person sees their own PIN in their app profile.
- **Gusto employee ID**, **Gusto job title** and **AI photo auto-reject** are only kept when you edit an existing person — set them after you've created them.
- **Food handler cards and other certificates:** once someone is added, keep their cards and expiry dates on the **Certificates** tab of their page. The tab is there while Labor law compliance's **Food safety certificates** is on at one of their locations. See [Food safety certificates](https://www.mays.app/help/team-roles/food-safety-certificates).
- **Adding many people at once?** Use **Import employees** — see [Import employees from a spreadsheet](https://www.mays.app/help/team-roles/import-employees).
- To take someone's access away, open them and click **Deactivate User** on the **Access & security** tab. See [Deactivating team members and deleting accounts](https://www.mays.app/help/team-roles/deactivate-and-delete-users).

## Related articles

- Team & roles: [Import employees from a spreadsheet](https://www.mays.app/help/team-roles/import-employees) — Bring your whole staff list into Mays at once — paste or upload an export from your POS or payroll, check the rows Mays AI finds, and import them into a location. No invitations are sent.
- Team & roles: [Managing your team from the app](https://www.mays.app/help/team-roles/manage-team-on-mobile) — Managers and admins can run their team from the Mays app. Add people, change roles, positions, pay and kiosk PINs, resend invitations and deactivate people under Profile → Team.
- Team & roles: [Roles and permissions](https://www.mays.app/help/team-roles/roles-and-permissions) — What the built-in Admin, Manager and Employee roles can do, how location access works, and how to build a custom role from individual permissions.
- Team & roles: [Deactivating team members and deleting accounts](https://www.mays.app/help/team-roles/deactivate-and-delete-users) — When someone leaves, deactivate them. They can't sign in, but their hours and history stay. Staff can delete their own account in the app; an admin can restore it for 30 days, then its contact and sign-in details are removed.
- Team & roles: [Add and manage locations](https://www.mays.app/help/team-roles/add-and-edit-locations) — Add your stores to Mays, keep their address, phone, email and time zone up to date, and find each location's billing, phone receptionist and scheduling settings.
- Getting started: [Signing in on web and mobile](https://www.mays.app/help/getting-started/signing-in) — On the web you sign in with email and password; in the iPhone and Android apps with your phone number and a texted code. Plus forgotten passwords, invitations and switching organizations.
- Mobile apps: [Installing the Mays apps](https://www.mays.app/help/mobile-apps/install-the-apps) — Get the Mays app on iPhone, iPad or Android — where to download it, which phones it runs on, what it asks permission for, and how to sign in the first time.
- Getting started: [Your first week with Mays](https://www.mays.app/help/getting-started/getting-started-checklist) — A step-by-step plan for your first week — locations, your team, your first checklist, Square or 7shifts, and the mobile apps — with where to find each in Mays.
- Team & roles: [Merging duplicate users](https://www.mays.app/help/team-roles/merge-duplicate-users) — Find people who were added twice, by email, phone or name, and merge the extra accounts into the one you keep. Check what moves first, because it can't be fully undone.
- Team & roles: [Food safety certificates](https://www.mays.app/help/team-roles/food-safety-certificates) — Keep food handler cards and food protection manager certificates on file with their expiry dates, see who is missing one or due at each location, and get reminders before a card expires.
- Scheduling: [Scheduling minors](https://www.mays.app/help/scheduling/scheduling-minors) — Turn on work rules for minors at a location (part of Labor law compliance), and Mays checks the hours and times of anyone under 18 against federal and state law. You get warnings on the schedule, and the auto-scheduler stays inside the limits. Nothing is ever blocked.

## Still need help?

Send us a support request and a real person on the Mays team will get back to you.

[Contact support](https://www.mays.app/contact?topic=support) · [Call +1 (561) 286-3939](tel:+15612863939)

Canonical: https://www.mays.app/help/team-roles/add-team-members