Invite New Staff With a Notification

You never have to set a password for a new colleague, e-mail them a temporary one, or read out a code over the phone. The instant a staff member is created, Veona fires an invite notification to the work email on their profile. It is content-free — it carries no health information and no credentials, only a friendly “your account is ready” message and a single-use first-login link. That link is the new person’s one private route in, and it can only be used once.

Who / when: the HR Admin (the moment they add a colleague — the invite is automatic, not a separate “send” you have to remember), and the New Staff member, who receives it. There is no extra button to press: creating the person is the trigger.

1. HR Admin — add the colleague on Admin → Add Staff and press “Save” (see Create Staff and Provision Their Account). As the new user is provisioned, Veona automatically queues the invite to their work email.
2. HR Admin — there is nothing else to do for the invite itself. If you want to confirm it went out, open Admin → Notifications to see the notification engine’s record of the message. The invite is logged and auditable like every notification Veona sends.
3. New Staff — open the email titled along the lines of “Welcome to Veona”. It tells you your account is ready and gives you a button or link to finish setting it up. Press it.
4. New Staff — the link opens the first-login page in your browser. Because the link is single-use, follow it through to the end in one sitting — do not forward it to anyone, and do not bookmark it expecting to reuse it.

Note

The invite is content-free by design. It confirms an account exists and links you in — it never contains a password, a PIN, or any patient information. This is the same privacy rule every Veona notification follows: nothing sensitive travels in an email or text. The credentials are only ever set by you, on the secure first-login page the link opens.

Caution

The link is single-use and time-limited. If it has already been used, or it has expired before the new starter gets to it, the page will say so rather than letting them in — ask your HR Admin or an Administrator to re-issue the invite from Admin → Staff. Treat the link like a key: one person, one use.

What happens next: following the link lands the new colleague on the first-login screen, where they set a password to create their credential and activate the account. They then sign in and Veona’s onboarding gate walks them through two-factor and their mandatory eSign PIN before any part of the product opens. That whole sequence is covered next.

Follow the trail

• Previous: Create Staff and Provision Their Account
• Next: Complete First Login With Password, MFA and PIN
• Related: Create Staff and Provision Their Account