- Overview
- Employee Records vs Team Members
- Before You Invite an Employee
- Inviting an Employee to Your Team
- Choosing the Employee Role
- How Employee Records Are Linked
- What Employees Can Update
- What Employees Cannot Change
- Removing Employee Access
- Related Guides
Overview
You can invite employees to your Pricefic team so they can sign in and work with the access you give them.
For HR workflows, the most common setup is to create an employee record first, then invite the person to the team with the Employee role. This lets them view and update their own employee profile without giving them broad access to the rest of the team.
Employee Records vs Team Members
An employee record stores HR details such as name, job title, manager, department, skills, work history, and documents.
A team member is a Pricefic user account that can sign in to your team.
These are related, but they are not the same thing. You can create an employee record for someone before they have login access, and you can invite a team member only when they have a registered Pricefic account.
Before You Invite an Employee
Before inviting an employee, check that:
- Their employee record exists
- Their employee record uses the same email address as their Pricefic account
- The employee belongs to a business owned by the team you are inviting them to
Using the same email address helps Pricefic connect the team member account to the correct employee profile.
Inviting an Employee to Your Team
To invite an employee:
- Go to Settings > Teams
- Open the team the employee should join
- Add the employee by email address
- Choose the right role
- Send the invitation
After the employee accepts the invitation, they can access the team according to the role you selected.
Choosing the Employee Role
Use the Employee role when someone should only manage their own employee profile.
The Employee role is useful for people who should:
- View their own employee profile
- Update their own profile details
- See limited employee directory context
- Avoid access to broader business, billing, document, or accounting workflows
Use a broader role, such as Company admin or Standard all access, only when the person needs wider access.
How Employee Records Are Linked
When a team member's email matches an employee record in that team's businesses, Pricefic links the account to that employee profile.
This link is what lets an invited employee open and update their own profile after joining the team.
If an employee cannot see their profile after joining, check that the email address on the employee record matches the email address on their Pricefic account.
What Employees Can Update
With the Employee role, an employee can manage their own employee profile details.
This is useful for keeping personal details current without asking an admin to make every small update.
Depending on the profile information available, employees may be able to update details such as contact information, notes, skills, work history, or documents connected to their own profile.
What Employees Cannot Change
The Employee role is intentionally limited.
Employees cannot use it to manage other employee records, create new employees, or make broad organization changes.
Some fields, such as manager, department, business ownership, or team access, may require a team owner, Company admin, or another role with broader employee management access.
Removing Employee Access
If you remove an employee from a team, they lose access to that team's records.
Their employee record can remain in Pricefic, but their user account is no longer linked to it for that team. If they are invited again later with the same email address, Pricefic can link them back to the matching employee record.