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Invite your team
Bring colleagues into your workspace with the right access from day one: invite a new person by email, or send a login to someone already on your team.
What you'll achieve
Get your colleagues into Monument with a login and exactly the access they need.
You'll end up with: Invited team members who can sign in, each with the right account, project and pool access.
Before you start
Adding someone to Monument is really two decisions bundled into one: does this person get a login, and what can they do once they have one. Handle both at the point you bring someone in and there's nothing to untangle later.
We'll bring Marcus Webb into Northlight Architects as a new hire, and see how to send a login to Priya Sharma, who's been on the team for a while already.
Access has three independent scopes
Monument doesn't rank people on one ladder. Instead, access sits at three separate scopes, and a person can hold a different level in each at once:
- Account: what someone can do across the whole organisation. Roles: Admin, Project Manager, Viewer, and Contributor (the default).
- Project: what they can do on one specific project. Roles: Owner, Manager, Member, Viewer.
- Pool: their standing within a resource pool, a team of people. Roles: Lead, Viewer, Member.
Because these compose, Marcus can be a plain Contributor account-wide, the Owner of Riverside Apartments, and the Lead of the architecture pool, all simultaneously. Wide access on one project never has to mean wide access everywhere.
Everyone new defaults to Contributor at the account level: logging time and submitting expenses, nothing more. Widen access deliberately, project by project or pool by pool, rather than defaulting everyone to admin.
Add someone new, with a login in the same step
People are added under Resources. Creating the person and sending them a way to sign in happen together, in the same dialog.
- 1
Open Resources, go to the Staff tab, and click Add Resource.
- 2
In Add New Team Member, fill in their details: name (Marcus Webb), job title, employment type and so on.
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Tick Send login invitation, then enter the Invitation Email to send it to.
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Click Add Team Member. Monument creates the person and emails them the invitation.
The login invitation isn't mandatory at creation. Skip the tick box and the person still exists as a resource you can schedule and staff, and you can send their invitation from their profile the moment they're ready to sign in.
Invite someone who's been waiting
Not everyone arrives with an invitation attached on day one. Priya Sharma has been part-time on the team for a while, added as a resource before anyone got around to sending her a login. That's fine, since the invite lives on her profile whenever you want to send it.
- 1
On the Staff list, click Priya Sharma to open her profile on the right.
- 2
Click Edit at the top of the profile.
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Scroll to the Login Access section, enter her email address, and click Send Invitation.
The link she receives is identical to the one sent from the dialog. Her record now shows the invitation pending, so a resend is one click away if it goes unanswered.
What actually happens when someone's invited
The invitation is an email carrying a secure link. Opening it signs your colleague up (or in), and drops them straight into your organisation: they return to the secure invitation page and accept it there, rather than building a workspace of their own.
Links do expire, so a resend now and then is normal rather than a sign something's broken. The person's record always shows the current status: sent, when, and how long is left.
Set what they can actually do
Roles live under Resources → Permissions, split into a tab per scope: Account Permissions, Project Permissions, Pool Permissions. Marcus's account role, his standing on Riverside Apartments, and his place in a pool are each set on their own tab.
Only Admins can open Permissions or Settings at all. If you can't reach either, that's your account role, not a bug, so find someone who is an admin.
Managing an invite after it's sent
An outstanding invitation lives in the person's detail panel, under Login Access:
- Pending: shows who it was sent to and when, with Resend and Revoke buttons. Resend nudges the same email again; revoke cancels it before it's ever accepted.
- Accepted: the record reads Linked to account, and Revoke Access cuts the login off entirely. The person stays on as a resource; they just lose the ability to sign in.
Troubleshooting
- No email, no invite. The login invitation needs somewhere to go, which is why an email address is the only field it actually requires.
- Revoke and Revoke Access aren't the same button. One cancels a pending invite; the other cuts off an active login. Different stage, different consequence.
- Contributor by default isn't a bug. It can log time and expenses, nothing financial or admin. If someone new "can't see anything", that's the default doing its job; grant what they actually need.
- Access can stack quietly. A Contributor account-wide might still be Owner on one project. Check all three permission tabs before assuming what someone can or can't do.
Where this fits next
Your people are in. Ready to put them to work? Start your first project next, or go deeper on team setup with Set your team's availability to organise pools and rates. For the defaults every new invite inherits, see Organisation setup.