Create and invite Employees to Plecto

A guide on creating and inviting employees to Plecto and allowing them to view or edit your dashboards.

Last updated: April 13, 2021

There are several different ways of creating and inviting an employee to Plecto, which will allow the employee to view or edit your organisation and add data to your data sources depending on the settings.

These three options are listed below in the article.

Manually create a new employee

You can manually add a new employee in Plecto using the employee's email (if they should have login access), provided that the employee has not already been created in Plecto through an external integration, e.g. Pipedrive or Salesforce.

Note: This is often used when you only want to allow the employee to view your dashboards or if the employee should be creating data through a manual data source.

Please follow these steps to manually create an employee in Plecto:

  1. Go to the "Employees"-page found under "Organization" in the sidebar
  2. Click "New employee" in the top right corner of the page
  3. Fill out the basic information of the employee
    1. Ensure that the email address is entered and "Login Access" is checked under the "Access"-section if they should have login access
  4. Finish with "Save"

This will create the employee in Plecto and send an email to the invited employee containing login details that can be used to login to Plecto for the first time - provided that they have been granted login access.

If the employee has login access, they will be able to view your dashboards without having access to your data sources or any settings unless they have been granted admin access.

You can read more about how to grant an employee administrator access here as well as the different permissions available for each employee here.

Granting login access to an existing employee

External integrations often create employees automatically in Plecto and link them to the data that is being imported into the data sources. These employees can also be granted login access as well as administrator access like manually created employees.

Please follow these steps to grant an existing employee in Plecto login access:

  1. Go to the "Employees"-page found under "Organization" in the sidebar
  2. Click on the name of the employee you wish to invite to Plecto
  3. Fill out the email box with the email address that should be used to login with
  4. Finish with "Save"

This will send an email to the invited employee, containing login details that can be used to login to Plecto for the first time. 

create-invite-employees.png

Your employee's page looks like this if the employee has been created by an external integration. If you want to manually change the team or add another team, click 'Manage this employee manually'.

Invite an employee with an existing email in Plecto

If you want to invite an employee to your organisation that has previously been invited to any other organisations in Plecto, you have to follow these steps:

  1. Add the new employee to your organisation by following the steps described above this section
  2. The employee will now receive an email with an invitation link
  3. Before clicking the invitation link, the employee has to login to the former Plecto account here. The employee's password can be reset here
  4. Once the employee has been logged in to the account, the employee needs to click the invitation link from the email
  5. The employee will now be added to the organisation

External accounts to integrations

Once your employee has made their first registration/ data entry in your original integration (e.g. HubSpot) and the data has been imported to Plecto, then an employee profile is automatically created in Plecto.

Please note that this profile does not have a login email, so does not give the employee access to your Plecto organisation.

Their External Account (the link to the original integration) will also be linked to the employee profile in Plecto. This links the employee's data from the original integration to the correct employee in Plecto.
You can check their External Accounts if you go to -> Organisation - Employees -> Select the employee -> Press Edit Employee -> The External Accounts associated should be shown at the bottom of the page.

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