Inviting new users to your Drum account is easy and just requires you to enter some basic information.
Upon completing the below steps, the new user will receive an email to accept the invitation, and they'll then have the ability to set their unique password and then have access to your Drum account.
Follow the steps below to understand how to manage this process.
First, access the settings area of your Drum account by clicking on your profile picture or initials and selecting "Settings".
You will need certain permissions in your Drum account to see all available options in the settings!
Now, select the "User Accounts" option.
If you cannot see the above option, it will be related to restricted permissions.
From the user accounts page, click the "Invite User" button.
And enter their details in the invite form, before clicking "Send Invitation"
An "Account Admin" user has access to ALL features in your Drum account and permissions don't apply to them, so most of your staff should be an "Account Member" with permissions to suit their requirements.
Once invited, you'll see an outstanding invite on your User Accounts page, and you can re-prompt the email or manually copy the invitation link and share as required.
If you invite someone whose access was revoked, accepting the invitation gives them their access back with a new employment period from that day. If the role on the invitation has been deleted in the meantime, they keep the default role they had when they left.
A new staff member's first work schedule follows your account's business day start and end times, and spreads your standard weekly hours evenly across Monday to Friday. For example, 37.5 standard weekly hours gives 7.5 hours a day. You can change their schedule afterwards. Existing schedules aren't changed.
When someone leaves
Open the member on User Accounts and select Revoke Access, then pick their last working day. Their history stays in Drum and you can restore their access later. See How to revoke or restore a member's access.
Reusing a shared mailbox after someone leaves
Revoking a member's access does not free their login email for a new person. If a shared mailbox must become someone else’s login, follow How to reuse a shared mailbox login after someone leaves.
Drum team on your Members list
When Drum is helping set up or support your account, people who work at Drum may appear on Settings → User Accounts (the Members list). They show in their own Drum team group below any outstanding invitations, not mixed in with your own members.
Each Drum staff row has a Drum Staff tag. Status shows Active since and the date their access was last granted (or when the membership was created). Default Billable Role shows - rather than a “Not Set” warning, and their name is not a link.
Drum staff are not billed and do not use a seat. They have no work schedule and cannot be booked, so they are not in your utilisation, capacity or leave figures.
You cannot open, edit, send a password reset, change role, manage permissions, revoke access, restore access or delete a Drum staff membership, and you cannot match them to a Xero employee. Only Drum can change those memberships. To remove someone’s access, contact Drum support (use the link in the Drum team note on the Members list; it opens an email with your account name already in the subject).
Timesheet Only users and your bill
If your plan charges for Timesheet Only users, here's how they fit with your seat minimum and your invoices:
Spare seats cover them first. Any seats under your minimum that standard members aren't using cover Timesheet Only users before a timesheet fee applies. For example, with a five-seat minimum, three standard members and two Timesheet Only users, you pay for the five seats and no timesheet fee.
Role changes bill straight away. When you change someone's role to or from Timesheet Only, Drum updates your subscription then and there. You get one prorated invoice that nets the new charge against the credit.
Some plans don't include a Timesheet Only price. If you try to change to one of those while you have Timesheet Only users that your spare seats don't cover, Drum stops the change and shows This plan has no price for timesheet only users. Contact Drum support to change to this plan.