Your people are managed on the Employees page (Settings → Employees)
Add users one at a time, in bulk via CSV, or automatically through HRIS sync
Assign an application role when you add someone
Public-join links let people request to join, subject to admin approval
A user can belong to multiple groups
Three ways to add users
Invites (Settings → Invites): generates an invitation; the person accepts and sets up their own sign-in. Best for individuals, especially when you don't control their email provisioning.
Add employee (Settings → Employees): creates the employee record directly. Best when you want the record set up before the person logs in.
HRIS sync: pulls people automatically from a connected HR system and keeps them current. Best for ongoing sync at scale. See "Setting up and managing HRIS sync".
User roles
When you add or invite someone, you assign an application role from the Invite as dropdown:
Member: the baseline role everyone gets; worker-level access via My ReFresh
Admin: administrative access to your organisation's settings and data
Organization Admin: full access to your organisation, including billing, users, and configuration
Member is the baseline everyone gets. Assign Admin or Organization Admin only to the people who need to manage settings and data.
Roles are set on the person, not the group: Group membership controls what data someone can see, but it does not carry an admin/member role. A person's application role travels with their account. See Creating and managing groups.
Inviting a user
Open Settings → Invites.
Click Invite users.
In the dialog, search for people, select an entire group, or type one or more email addresses (comma-separated for bulk).
Choose the role to assign from the Invite as dropdown.
Click Invite users to send.
Each invited person receives an email with a sign-in link. Once they accept, they appear on the Employees list. You can resend or revoke a pending invitation from the Invites page.
Personal invite links: As well as sending email invitations, you can generate a personal invite link to share directly with someone.
Adding an employee directly
Open Settings → Employees and click Add employee. Provide the person's first name, last name, and email. Once created, open their record to set their job title, reporting line, group memberships, and role.
Importing employees from CSV
Click Import from CSV on the Employees page and use the ReFresh CSV template. The file is validated before import, and any rows that fail are flagged so you can correct them.
CSV import auto-creates groups: If your CSV references a group that doesn't exist yet, ReFresh creates it during import. This means a single, well-structured file can stand up both your people and your group hierarchy at once. See Creating and managing groups.
CSV import is a one-time bulk action. For ongoing sync, connect an HR system instead.
Public-join links
Public join is an optional setting that lets anyone with a generated link request to join your organisation. Requests require admin approval before the person is added.
Open Settings → Invites.
Find the Public join card and enable it.
Share the resulting link with people who should be able to request access.
The public-join link uses a customisable URL slug, so you can share a clean, recognisable address. Disable public join when you no longer want self-service requests; existing users are unaffected.
Editing or removing an employee
Click any row on the Employees list to open that person's record. From there you can update their job title, reporting line, group memberships, or role. To remove someone, use the remove or deactivate option on their record.
Seat usage
The Employees page shows your seat usage at the top. If you exceed the seats included in your subscription, ReFresh flags it; you can adjust your seat count from the Billing page. See Your subscription and seats.