Bulk onboarding — invite your team in one shot

For inviting more than ~10 people at once, the one-by-one form at /admin/employees gets old fast. Use the CSV path instead.

The CSV format

One row per person. Columns:

email,name,department,role
alice@yourco.com,Alice Example,Engineering,employee
bob@yourco.com,Bob Manager,Engineering,manager
carol@yourco.com,Carol Admin,Operations,admin

• email — must be unique within your company; rows with an existing email are skipped
• name — first + last, used in greetings and emails
• department — must match one of the values in /admin/settings → Departments (case-sensitive). Unknown ones are created automatically.
• role — employee, manager, or admin. Default if blank is employee. Module-access flags (Finance / HR / Legal) are NOT set via CSV — grant those individually after the user accepts.

Optional columns (header order doesn't matter): - manager_email — link to a manager who's already in the system - hourly_cost — internal cost for capacity planning (admin/finance see only)

The flow

1. Go to /admin/employees → Bulk invite (button top right).
2. Upload your CSV. You'll see a dry-run preview: how many rows will create new users, how many will skip (already-exist), and any rows with validation errors. Nothing is sent yet.
3. Click Send invites. Each new user gets a welcome email with: - A /reset-password link valid for 7 days (lets them set their own password — your CSV never carries one) - Their email + company code, pre-filled for the desktop client setup - Download link for the latest desktop client
4. Track acceptance progress at /admin/employees — accepted users have a green dot; pending ones show "invited".

Re-sending or extending an invite

If someone misses the 7-day window, open their row in /admin/employees and click Resend invite. That mints a fresh 7-day link without changing their other settings.

Microsoft 365 / Entra ID sync

Not yet automated. Roadmap item — meanwhile, export your tenant directory as CSV and use the bulk path above.

Tips for a 100-person rollout

• Schedule a kickoff the day invites go out. The 5-minute setup is much smoother with someone available to answer "where do I find the company code?"
• Send a heads-up email first explaining what OtiumWork is and what it does (and doesn't) capture. Reduces "what is this?" support tickets ~3x.
• Pilot with a single team for a week, then ramp the rest. Catches confusion that's invisible from the admin seat.
• Set department + manager before the user logs in. Avoids the "who's my manager?" confusion on day one.