Skip to main content

How to invite staff members into your Weel account

  • Updated

To invite staff into your Weel account, choose their role and payment types so they can start using Weel right away.

Steps

  1. Open the People page.
  2. Click Invite People.
  3. Choose how you want to invite people:
    • Quick invite: for a small number of people, useful when you need to give different people different roles in the same batch.
    • Bulk CSV invite: for inviting a large group at once, all into the same role and payment types via a CSV upload. If you pick this option, see How to bulk invite users into your Weel account for the full CSV steps. This article covers Quick invite in detail below.

Using Quick invite:

  1. Select the Role for this group of invitees from the dropdown. This list includes Weel's default roles (Admin, Accountant, Team Member) plus any custom roles your business has created (see How to create a custom user role for your Weel account). You can't select Owner here; see the note on the Owner role below.
  2. Enter the email address of each person you want to invite to this role. You can add multiple addresses to the same role at once: type an address and press enter to add another.
  3. Select the Payment Types this group of invitees can use. Cards is always available; Accounts Payable and Reimbursements also appear if those features are enabled on your plan. Some payment types may add to your billing.
  4. If you need to invite other people into a different role in the same batch, click Add people to a different role and repeat steps 4 to 6. You can add one group per available role. Once you've added a group for every role your business has, this button changes to a disabled No more roles state.
  5. Tick the checkbox to confirm you've read and agree to the Terms and Conditions required to send the invitation.
  6. Click Invite.

Access levels (default roles)

  • Admin: does and sees everything in Weel, including creating and editing budgets, inviting staff, creating and editing subscriptions, managing account settings, and making payments.
  • Team Member: can make payments, complete expense reports, request top-ups, and view their own budgets, but can't create budgets, view the account balance or other people's budgets and transactions, or adjust People or account settings.
  • Accountant: can view budgets, edit expense data, export transactions, and configure accounting and expense management settings, but can't make payments, create budgets or subscriptions, or transfer funds into the account balance.

You can't invite someone directly as Owner: the role belongs to the person who created the Weel account, isn't offered as a selectable option, and carries the same permissions as Admin.

If none of the default roles fit, create custom roles with tailored permissions in How to create a custom user role for your Weel account. Custom roles also appear in the Role dropdown in step 4.

What happens next

Invited people receive an email with a link to create their Weel account. It can take up to 5 days to verify their details before they can access their account.

Until they accept, they're tagged Pending invite in your People list alongside active team members, with a count shown near Invite People so you can add them to budgets or subscriptions ahead of time.

Pending invites don't expire and there's no resend step: the same link stays valid until it's accepted or cancelled. To fix a typo'd email or change someone's role before they accept, cancel the pending invite and send a new one. See Understanding Pending Staff Invites for more detail.

Related Articles