Add someone to your team

Adding a person to miaHQ is two separate things, and knowing they're separate saves most of the confusion:

Creating their record — so you can roster them, track their hours, and record their leave.
Giving them a login — so they can see their own shifts and clock themselves in.

You can do the first without the second. Plenty of teams add everyone first and send logins later.

Add the person

You'll need to be an Owner or Admin.

Go to Team in the sidebar.
Select Add employee.
Fill in at least a first and last name. Everything else can wait.
Save.

They'll appear in the list straight away with a No login badge. That badge is the thing to watch — it tells you exactly where someone is: No login → Invited → Active.

The fields worth setting now

Most of the form can be left for later, but four fields pay for themselves immediately:

Email — required before you can invite them. Without it there's nothing to send.
Role — decides what they can see and do. Default is Team Member, which is right for most people. See Choosing the right role.
Location and Main area — where they normally work. These drive the rota and stop people appearing in lists they've nothing to do with.
Contracted hours (min/max) — used by conflict checks when you build the rota, and by overtime on timesheets.

You can change any of these later.

Send their login

Once the person has an email address on their record:

Find them in the Team list.
Select Invite.

They get an email from invites@getmiahq.com with an Accept invitation link. Following it takes them to a page where they choose their own password — you never see it, and you don't need to.

Their badge moves to Invited. When they've set their password it becomes Active, which is your confirmation it worked. If someone loses the email or it expires, select Resend on their row — same button, it just changes label once they've been invited.

If the Invite button isn't there

The button only appears when all three of these are true. It's usually the first one:

The person is active. Deactivated people can't be invited. Reactivate them first.
They don't already have a login. Anyone already Active has one — there's nothing to send.
You're an Owner or Admin. Managers can build rotas and approve time, but can't hand out logins.

If you see "Add an email address for this person first"

Exactly what it says: the record has no email. Open the person, add one, save, then invite.

If the email doesn't arrive

Give it a couple of minutes, then:

Check spam. First message from a new sender, so it happens.
Check the address for typos. Open their record and read it back — a wrong address fails silently, because as far as the system is concerned it sent fine.
Select Resend. This issues a fresh link. Old links stop working, so if they later find the first email, tell them to use the newest one.

If it still hasn't arrived after that, raise a ticket from Help & support in the app and we'll look at the delivery log from our side.

One person, one login

An email address can only belong to one person in miaHQ. If you try to invite someone using an address that's already attached to another record — a shared info@ inbox, say, or a duplicate record from an earlier import — the invitation won't go through.

The fix is usually that there are two records for the same person. Keep the one with their history on it and deactivate the other.

What they see next

When they sign in, a team member lands on their own home screen: their shifts for the week, their clock-in button, and their time-off requests. They see themselves and the rota they're on — not everyone's pay, not the admin settings.

If you want someone to see more than that, change their Role rather than sharing a login.