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DocumentationSetup and administration

Team, departments and locations

Invite colleagues with the right role, manage members when people change jobs, and set up the departments and locations your new hires belong to.

Documentation (17)

Organization admins manage people under People & Structure. The page is called People, and Departments and locations is linked at the top.

Invite someone

  1. Under Invite someone, enter the Email address and choose a Role (it starts on Manager). See Roles and permissions if you are unsure.
  2. Choose Send invitation. DayOneFlow emails the invitation.
  3. The person opens the link, signs in or creates an account with that same email address, and chooses Accept invitation.

An invitation is valid for 7 days. Waiting invitations are listed under Open invitations, where you can Resend one (the link in the newest email is the one that works) or Revoke it. Each email address has at most one open invitation.

Manage members

The Members list shows everyone with their role and status. You can:

  • change someone’s role with the role menu next to their name;
  • Disable their access, and Enable it again later;
  • Remove them. Removal is final for that membership: to bring the person back, invite them again. Their name stays in the history.

A few rules keep the organization safe:

  • You cannot change your own status.
  • An organization always keeps at least one active admin.
  • Someone who still manages open new hires cannot be changed to Member. Give those new hires another manager first.
  • Access ends immediately when a member is disabled or removed.

What happens to their work

When a member is disabled or removed, the new hires they managed lose their manager and their open tasks become unassigned. Both show up for HR to resolve — as unassigned tasks and as readiness blockers — so nothing is silently dropped. See Tasks.

Departments and locations

Open Departments and locations, type a name and choose Add department or Add location. A location can also have a Time zone (optional). You can rename entries, and Deactivate the ones you no longer use (or Activate them again).

Departments and locations appear on new-hire records and in offer letters, and they decide which onboarding plan a new hire gets: a plan can apply to everyone, to one department, to one location, or to a department at a location.

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