Manage Employees (Admin)

Use the Employees page in Manage view to search for current employees, register new employees, activate/deactivate accounts, and more.

How do I deactivate an employee’s account?

If an employee has left your company, you can use the Employees page to deactivate their Cooleaf account.

Simply use the Search tool to find the employee, then click ‘Deactivate’ to deactivate the user's account.

Once the account has been deactivated, the user will be moved from the list of 'Current employees' to the list of ‘Deactivated employees.’ They will no longer receive any account-related communications.

How do I reactivate an employee’s account?

You can reactivate a deactivated account at any time!

  1. From the Employees page in Manage view, click on the list of 'Deactivated employees'.
  2. Use the Search tool to find the employee.
  3. Click ‘Activate’ to reactivate this user's account.

How can I withdraw reward points that have been given to an employee?

You may wish to withdraw reward points from an employee in special cases, such as when an employee was incorrectly awarded reward points.

To withdraw reward points, use the Search tool to find the employee, then click the blue button that says ‘Withdraw reward.’

Enter the number of reward points you wish to withdraw, along with the reason for the withdrawal. Then, click ‘Withdraw points.’

How can I change an employee’s location or department?

To modify an employee’s structure tags, use the Search tool to find the employee, then click the blue button that says ‘Edit tags.’

Make any changes to the employee’s structure tags and click ‘Save tags.’

How do I invite new employees?

To invite a new employee, go to the ‘Employees’ page in the Manage view. Next, click the blue button that says 'Manage.’

On this page, you’ll be able to copy the General Invitation Link and send it to any new employees that you wish to invite.

If your organization has Single Sign On enabled, you won’t be able to use this link.

You can also create an account for the user by following the instructions in the question below.

How do I invite, deactivate, or update details for multiple users?

  1. First, go to the ‘Employees’ page in the Manage view. Next, click the blue button that says 'Manage.’
  1. You can upload the employee information from a spreadsheet, or enter employee information manually by filling in the table.
  1. After entering the employee’s information, click the dropdown that says 'Select action'.

There are 4 options:

  • Invite sends the user(s) an invitation email to join the platform, but does not create the account.
  • Register* creates a new account for the user(s) and sends a notification email. (*Best practice for new account creation!)
  • Update modifies the existing user data (such as structure tags, work anniversary, etc.) for the user (s).
  • Deactivate revokes account access for the user(s).
  1. After choosing the action, click 'Send'!


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