Invite your team to ERPFlow

To invite your team to ERPFlow, open Settings > Members, enter each person's email address, choose a role (Admin or Member) and press Send invitation. The link in the email works for 7 days. You need a paid plan to add anyone, because the Free plan covers one member.

How do you invite someone to ERPFlow?

You invite someone to ERPFlow from Settings > Members, and only the owner or an admin can do it.

1. Check you have a free seat. Settings > Subscription shows members in use against your seat cap.
2. Send the invitation. Under Invite a teammate, enter the email address, pick the role and choose Send invitation. Only the owner can invite someone straight in as an admin.
3. The person joins. They follow the link in the email and sign in with the invited address. If they have no account, they create one on the spot. Someone already signed in with a verified email address also sees the invitation on their home page, with a one-click Accept.
4. Finish the setup. Assign a custom role if you use them, and link the person to their staff record.

Warn people about one snag: the invitation belongs to the address you typed. Someone invited at a work address who signs in with a personal Google account is told the invitation went to a different address. A short message beforehand saves the back and forth:

I've invited you to our ERPFlow account at [work email]. Look for the email from ERPFlow, follow the link and sign in with that same address. The link lasts 7 days. If nothing arrives by tomorrow, tell me and I'll send it again.

How many people can you invite on each ERPFlow plan?

The number of people you can invite on an ERPFlow plan is the members it includes plus any extra seats you buy. Prices are per month, in euros, plus VAT.

Pending invitations count too. Members and unexpired invitations are added together, so you can't queue invitations past your cap. An expired invitation holds no seat, but resending it takes the seat back, and a resend at the cap is refused.

Here's what a team pays on seats alone, worked out from that table:

From 13 members, Business costs the least on seats. Seats often aren't what decides it, though. Starter allows 15 invoices a month, Growth 30, and Business lifts the monthly caps, so check the limits on the pricing page against what you actually issue. A change of plan or seat count after your first payment applies immediately, with the difference prorated.

Should a new person be an Admin or a Member?

A new person should be a Member unless they need to run the organisation with you. An admin holds every permission in the app, invites and removes members, manages the subscription, edits tax rates and categories, and reads the activity log.

The mistake is assuming Member means limited. In a newly created organisation, the Member role starts with view and manage on Leads, Customers, Quotes, Orders, Invoices, Products, Services, Suppliers, Assets, Expenses, Income, Staff, Locations, Notes, Projects, Bookmarks, Vacations and Booking. Manage covers creating, editing and deleting. The role starts without salaries, staff sensitive info, lead capture forms, integrations, the activity log and managing roles.

If that's too much for your firm, narrow it before you send invitations. The built-in Member role is editable in Settings > Roles, and a change applies to everyone holding it.

How do custom roles work with invitations?

A custom role in ERPFlow is assigned after the person joins, because an invitation offers Admin or Member only. Create the role in Settings > Roles with a key and a name. It starts with nothing granted. Open Edit permissions and turn on what the role needs: each switch takes effect the moment you flip it, with no Save button. Then use Assign to a member in the same panel.

Until you assign it, the person has whatever your Member role grants. For someone who should see very little, such as a temporary bookkeeper, have the role ready and assign it as soon as they accept. The roles and permissions page lists what can be controlled.

What if an invitation expired or never arrived?

An expired or lost ERPFlow invitation is fixed with Resend, under Pending invitations on Settings > Members. Invitations lapse 7 days after they're sent, and the list marks them Expired. Resend sends a new link with another 7 days and stops the old link working, so tell the person to use the newest email. Cancel removes an invitation and its link.

Inviting the same address again is refused while its invitation is still live. Once it has expired, a new invitation simply replaces it.

Do staff records need a seat?

Staff records don't need a seat, because a member and a staff record are different things in ERPFlow. A member signs in and uses the app. A staff record is the HR record of someone you schedule and pay, and that person doesn't need an account. Staff records have their own limit: 1 on Free, 3 on Starter, 6 on Growth and no cap on Business.

Someone who needs both gets both. Create staff member on a member's row fills in a new record from their account and links the two, and Link to staff member… connects a record you made earlier. Anyone who takes leave needs a staff record, whether or not they sign in, because time off is filed against the Staff list.

Once people are in, every member who can view Projects sees the same boards. The guides to how projects work and logging time on a card are the next things to send them.

Managing your team's access in ERPFlow

Owners and admins change roles and remove members on Settings > Members. Removing someone ends their access immediately, and their staff record stays with its history. An admin can move people between Member and Admin but can't change or remove another admin, which only the owner can do. An organisation has one owner, who hands over with Transfer ownership on Settings > Organization and becomes an admin. Connected integrations don't take a seat.

Some things ERPFlow doesn't do. Sign-in is email and password or Google, with no SAML or SCIM. Two-factor authentication is each person's own choice, and nobody can require it of others. Permissions apply per area, not per record or per location: a role that can view invoices sees every invoice, and there are no private project boards.