Workspace access and People profile setup are two separate steps. The invitation gives someone a login; filling in their profile is what makes them findable in the directory, slottable into the org chart, and eligible for check-ins. Both take under five minutes together.
Before you start
You need admin or owner role to send invitations. Editing the admin-controlled profile fields and creating stub profiles also works for advisor (people.profiles.update-admin-fields, people.profiles.create-stub). The People module is a required module, so it is always on.
Step 1: Send the invitation
Open Settings → Team (/settings/team) and click Invite person in the top-right corner. Enter the new employee's email, choose their workspace role (Contributor is right for most employees), and click Send invitation.
The recipient receives a link by email, valid for 48 hours (use Resend on the Pending invitations list if it goes missing, or send a new invitation once it has expired). Once they accept, they appear in the directory automatically at /people/directory/<userId> — no manual setup required.
If you need the person in the directory before they've accepted, create a stub profile first (see Step 4 below) and link it once they join.
Step 2: Fill in the profile
After the person accepts, open People → Directory at /people/directory. Their card will already appear in the grid. Click it to open their profile.
Click Edit profile to open the edit dialog. Fill in what you have:
| Field | Who can edit | Notes |
|---|---|---|
| Title | Admin, or the person themselves | Job title or role label |
| Bio | Admin, or the person themselves | Free-form description |
| Phone | Admin, or the person themselves | Contact number |
| Skills | Admin, or the person themselves | Comma-separated list |
| Birthday | Admin, or the person themselves | Optional |
| Start date | Admin only | Hire date |
| Department | Admin only | Dropdown of existing departments |
Click Save. The profile card in the directory updates immediately.
Step 3: Assign the person to a department
If you have not created departments yet, go to People → Departments at /people/departments and create the relevant department first. Then return to the profile edit dialog and select it from the Department dropdown.
Priya at Northwoods Outfitters adds every new seasonal guide to the "Field Operations" department before their first shift so that department filters in the directory and reporting reflect the full team from day one.
Step 4: (Optional) Create a stub profile before they join
If the employee won't join the workspace right away but you want them in the directory and org chart now, you can create a stub profile.
In the directory toolbar, click Add person. Enter their name and title (both required), and optionally email and department. Click Add person. The stub appears in the directory and can be assigned to org chart seats.
Once the person accepts their invitation, open the stub profile at /people/directory/profile/<profileId>, click Link to OS account, and select the matching member from the list. Their existing data (title, department, skills) is preserved and the profile moves to the standard /people/directory/<userId> URL.
Step 5: Place them on the org chart
Go to People → Org Chart at /people/org-chart. Click the seat the new employee will hold to open the side panel, choose their name under Select person…, and click Add. Their name appears under the seat immediately.
If the right seat does not exist yet, see How to build your org chart via departments.
What to do next
Once the profile is complete and the person is on the org chart, you can schedule their first quarterly check-in — see How to run a 1-on-1 check-in.