Who can invite members
Admins, HR Admins, and Integration Managers can invite employees across the company and assign any available role. Managers can also invite direct and indirect reports when Allow managers to invite reports is enabled in Settings > Security. Managers can only:- Invite employees in their reporting subtree
- Assign the Team Member role
Sending welcome messages manually
Admins, HR Admins, and Integration Managers can send welcome messages from Settings > Members. You can notify active members, including members who have already signed in or received a welcome message. Choose Email, Slack, or both. Slack requires a connected Slack integration and a matched Slack account for the member. You can send a Slack welcome message again even if Windy has welcomed the member before.Send to one member
- Open the member’s row menu and select Send welcome message.
- Select Email, Slack, or both, then select Send welcome message.
Send to multiple members
1
Find the members
To find members who have not been sent a welcome message, set Welcome last sent to Never sent.
2
Select the members
Select individual rows or use the select-all checkbox. Select Send welcome message.
3
Choose channels and send
Select Email, Slack, or both, then select Send welcome message. You can select up to 1,000 members at a time.
Check welcome and sign-in activity
Welcome last sent replaces Invite last sent. It shows the most recent welcome message send time. Point to the date to see the exact time. The date can take a few seconds to update. It does not confirm that the member read the message or signed in. You can sort and filter the Members page with these fields:
After the welcome date updates, members no longer match the Never sent filter and leave the filtered list.
Welcome messages with SSO
Manual welcome messages are available with or without single sign-on (SSO). You can also send them to existing members managed through SCIM or Rippling, even when automatic onboarding notifications are off. For access setup, see SSO and SCIM. To notify members automatically when they are provisioned, see Sending Invites with Automatic Provisioning.Inviting members across the company
Admins, HR Admins, and Integration Managers can use the Members page. If SCIM or Rippling manages member access, add members through that provider. You can still send welcome messages from the Members page.1
Go to Settings > Members
Open Members, then select Invite members.
2
Enter email addresses and a default role
Add one or more work email addresses. Select the role that most invitees need. You can change an individual role in the next step.
3
Match and edit employee details
Review the employee records that Windmill matches. Add missing names, managers, job titles, or other required details.
4
Choose welcome message channels
Select email, Slack, both channels, or no notification. Slack notification is available only when Slack is connected and Windmill finds the employee’s Slack account.
5
Review and add the members
Review each role and manager assignment. Select Send Invites when you chose a notification channel. Select Add Members when you chose no notification channel.
Inviting your reports
When manager invitations are enabled, a manager can select Invite members and choose uninvited employees from their reporting subtree. This action is available from the Invite members quick link. Managers do not get access to Settings > Members.1
Select reports
Choose one or more direct or indirect reports who do not have member access.
2
Review employee details
Confirm each employee’s name, email address, manager, and job title.
3
Review and invite
Windmill assigns the Team Member role. Review the notification channels, then send the invitations or add the members without a notification.
Windmill notifies active Admins when a manager adds members. The notice lists the new members and explains that the change can affect billing.
Welcome messages when adding members
Adding a member and notifying the member are separate actions. You can use:- Email: Sends an invitation email to the member’s work email.
- Slack: Sends a welcome message from Windy in a Slack direct message.
- Email and Slack: Sends both notifications.
- No notification: Creates member access without sending a message. You can send a welcome message later from the Members page.
Managing pending invitations
The Members page shows an invitation status beside the member’s email address.Pending invitation
A pending-invitation indicator means that the member has a pending invitation and has not signed in. Check Welcome last sent to see whether a notification was sent. Select the indicator to view the status. Use Change Invite Email if you must cancel the old invitation and send a new invitation to a different address.Missing invitation
A missing-invitation indicator means that the member exists but no active invitation is available. Select the indicator, then select Resend Member Invite. Windmill sends the invitation by email and Slack when those channels are available.Automatic member provisioning
The method that creates the employee record does not always create member access.Provisioning via SCIM or Rippling does not send welcome messages by default. Members are created automatically through SCIM or Rippling. Use Send welcome message to notify existing members manually. Turn on onboarding notifications in Settings > Security to notify members automatically when they are provisioned.
Roles after invitation
The member receives the role that was selected during invitation or provisioning. Managers are defined by the org chart, not by a separate role. See Permissions and Access for the current role matrix and instructions to change a role.First access
After a manual invitation:- The member opens the email or Slack message, if you sent one.
- The member signs in with the authentication email on their member record.
FAQs
What if someone uses a different email for authentication?
What if someone uses a different email for authentication?
For SAML SSO, the primary invitation email must match the SAML sign-in email. For other sign-in methods, use an email associated with the employee. On Settings > Members, select the pending-invitation indicator beside the email address and use Change Invite Email when you must replace the primary invitation email.
Can I invite someone without a manager?
Can I invite someone without a manager?
An Admin, HR Admin, or Integration Manager can invite the employee. Without a manager, the employee has no upstream manager scope in the org chart. Assign the correct manager when you want reporting-subtree access to apply.
What if my HRIS adds new employees—do I need to invite them?
What if my HRIS adds new employees—do I need to invite them?
If your Human Resources Information System (HRIS) only syncs employee records, invite the employees to give them member access. SCIM and Rippling can create member access automatically. For these members, use Send welcome message to notify them without adding them again.
Do SCIM or Rippling provisioned users receive invite emails or Slack messages?
Do SCIM or Rippling provisioned users receive invite emails or Slack messages?
Not by default. Use Send welcome message on the Members page to notify existing members by email, Slack, or both. To notify members automatically when they are provisioned, turn on onboarding notifications in Settings > Security.
Is removing a member the same as archiving access?
Is removing a member the same as archiving access?
The Remove member action archives the member record. Windmill keeps the employee record and historical data. You can reactivate a manually managed member from the Members page.