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Invite links

An invite link lets a vendor rep add stock to one visit without an account. You send it by email from the visit. The rep opens it in a browser and sees only that visit.

Who can: Owner, Admin, Member, Visit manager

Send an invitation

Where: Visits › (a visit) › Team

Team (a tab on phones and tablets) appears while a visit is pending.

  1. Under Email addresses, type an address and press Enter or a comma. You can paste a list.
  2. Press Send invitations.

Each address gets its own link and an email titled "You're invited to add products for a visit at" your site. If one email fails, the others still go out, and the screen lists which failed. If the email itself can't be delivered, the invitation still exists but the rep doesn't get the link. The app has no button to copy the link, so revoke and re-send in that case.

Under Sent invitations you can see each address, whether it is Active or Revoked, when it was sent, and when it was last opened ("Never opened" if it hasn't been).

What the rep sees and can do

The page shows your site name, the visit's name and date, and a note saying who they are invited as. Below it:

  • Items: everything on the visit, grouped by product, expiry date and who added it, with a count.
  • Add Product: search the site's active products and add stock with an expiry date and a count. Several expiry dates can be added in one go with + Add another expiry date.
  • A product that isn't in the list can be created from the search box with Create "…" as new product. The rep enters a name and a type, plus the stock.
  • Manual and Scan buttons, when scanning is turned on for the site (see Scanning settings). In Scan, the rep scans barcodes into a cart and presses the save button ("Save 3 items", for example) to add them to the visit. A barcode the app doesn't know can be linked to an existing product, but the rep can't create a product from the scanner. See Scanning and Unknown barcodes.

A rep can only add. They can't change or remove anything, edit an expiry date, rename the visit, mark it delivered, or invite anyone else. Items they add are marked pending like any other visit stock and show on your visit as added by their email address.

A link works until it is revoked, the visit is marked delivered, the day after the visit date passes, or visits are turned off for your site (see Visit settings). After that the rep sees "Invitation Not Valid". The email says the link expires "on the visit date"; in practice it works through the end of that day.

To cancel a link early, press Revoke beside it. This can't be undone, but inviting the same address again makes a new link and the old one stays dead.

Limits

By default, a link can be opened or used to look up barcodes 10 times a minute, and can save 5 times an hour (each save, barcode link or new product counts as one), so tell reps to add several items per save. A link can also add 50 items an hour in total.

The 10-a-minute and 5-an-hour limits are counted both per connection and per link, so several reps on one hospital network share that connection's count. The 50-items-an-hour limit is counted per link only. A rep who opens the page too often sees a "page not found" error. Over the other limits they see "Too many requests. Please wait and try again." or "Too many items added recently. Please wait and try again." The site's host can change the 10-a-minute and 5-an-hour request limits, but not the 50-item cap.

Privacy: what a rep can and can't see

A rep can see:

  • The site name, and the visit's name and date.
  • Every item on the visit: product name, type, expiry date and quantity.
  • Who added each item. For items added by other invited reps, that is their email address. For items added by your staff, it shows the staff member's name. Items the rep added themselves show as You.
  • The names and types of all the site's active products, because they need them to pick from.

A rep can't see:

  • Your inventory, stock levels or other visits.
  • Your cases, staff list, settings or activity log.
  • The visit's requests (your packing list).
  • Who else was invited, except people who added stock, whose emails or names show under Added by.

Opening the link records the time as "last opened" under Team, so you can see whether a rep has looked.