Once you’ve set up Departments and Workspaces, it’s time to invite your team. Ex.Brain lets you onboard employees with the correct roles, locations, and permission levels from the start—ensuring data security and seamless collaboration.
Where to Add and View Employees #
- Click on Team Management from the left sidebar
- Open the Employees tab
You’ll see a full list of invited users and their roles, departments, locations, and access levels.
How to Add a New Employee #
Click the Add Employee button and complete the following form:
Fields to Complete:
Field | Description | Required? |
First Name | Employee’s first name | ✅ |
Last Name | Last name | ✅ |
Used to send invite and future logins | ✅ | |
Mobile Number | Optional for contact | Optional |
Manager | Person this employee reports to | ✅ |
Assign Department | One or more departments they belong to | ✅ |
Assign Workspace(s) | Which branches/locations they operate in | ✅ |
Assign Role/Access Level | Determines their permissions and Ex.Brain access | ✅ |
What Happens After You Click Invite #
- The user receives an invitation email with a secure link
- They’re guided through creating their account
- Once onboarded, their profile appears in the employee list with status “Active”
You can resend invites or deactivate accounts as needed
Editing an Employee Profile #
To change any employee’s info:
- Click the Edit (pencil) icon next to their name
- Update role, workspace, department, or access level
- Save changes
All updates take effect immediately and update their platform access
Deactivating or Removing an Employee #
You can:
- Deactivate an employee (retains history, revokes access)
- Delete permanently (if they’ve never logged in or you no longer need the record)
For legal/audit reasons, deletion is permanent. Proceed with caution.
Best Practices #
- Always assign access levels last to ensure the employee structure is fully built
- Use consistent job titles to help with sorting and analytics
- Don’t skip assigning a manager—it enables reporting workflows