Registration Tokens are the easiest and most secure way to add new team members to your Invoice Genie organization. Instead of creating accounts manually, you generate a time-limited invitation link and share it — the new team member clicks the link, sets up their own account, and joins your organization with the role you assigned. This guide walks you through the entire process.
Before You Begin
- Only Administrators can create and manage Registration Tokens.
- Your organization has a user limit. You can only create tokens if you have available user slots.
- Tokens are time-limited and usage-limited — they expire automatically and can only be used the number of times you specify.
Step 1: Open Registration Tokens
- Tap your profile avatar (the circle with your initials) in the top-right corner of the screen.
- In the Account menu, scroll down to the Administration section.
- Tap “Registration Tokens” (shown with a yellow key icon).
The Registration Tokens screen opens with a header explaining the feature: “Create secure, time-limited tokens to onboard new users to your organization. Each token can be configured with a specific role and usage limit.”
Step 2: Check Available User Slots
Near the top of the screen, you’ll see a green card showing your user slot availability — for example:
👥 6 of 10 user slots available
This tells you how many more users can join your organization. If all slots are taken, the card turns red and the Create Token button will be disabled.
Note: Reserved slots (from active, unused tokens) count toward your limit. For example, if you have 10 slots, 4 active users, and an active token with 2 max uses, only 4 slots remain available.
Step 3: Create a New Token
- Tap the blue “Create Token” button.
- A form appears with the following fields:
Role
Choose the role that the new team member will be assigned when they register. Options include:
- Crew Member — Standard team member (default)
- Manager — Operational access
- Accountant — Financial oversight
- Administrator — Full access to everything
Max Uses
Set how many people can use this token to register. The default is 1 (for a single invitation). You can increase this if you want the same link to work for multiple people — for example, set it to 5 if you’re onboarding a team of 5.
The maximum is capped at your available user slots.
Expires In (hours)
Set how long the token remains active. The default is 24 hours. After this time passes, the token automatically expires and can no longer be used.
Description (Optional)
Add a note to help you remember what this token is for — for example, “Token for new crew member — John Doe” or “Onboarding link for summer contractors”. This is only visible to you.
- Tap “Generate Token”.
The registration link is automatically copied to your clipboard and a confirmation appears: “Link Copied! The registration link has been copied to your clipboard.”
Step 4: Share the Invitation Link
After generating a token, you’ll see it appear in the token list below. Each active token has action buttons:
Copy
Tap the blue copy icon to copy the registration link to your clipboard again at any time. Then paste it into any messaging app.
Share
Tap the green share icon to open the iOS share sheet. This lets you send the invitation link via:
- Messages (iMessage / SMS)
- WhatsApp, Slack, or any other app
- AirDrop
The share message includes the role and expiry time so the recipient knows what to expect.
Tip: The registration link takes the new team member to app.myinvoicegenie.com/register where they can create their account with the pre-assigned role — no additional configuration needed on your end.
Step 5: Monitor Your Tokens
All your tokens are listed below the Create Token button. Each token card shows:
| Element | What It Shows |
|---|---|
| Token Code | The first 8 characters of the token (e.g., “2acfff87…”) — for identification |
| Status Badge | Current state of the token (see status descriptions below) |
| Role | The role assigned to this token (e.g., “Crew Member”) |
| Uses | How many times the token has been used vs. the maximum (e.g., “1/1 Uses” or “0/6 Uses”) |
| Assigned Business | Which business the new user will be added to (e.g., “Lawn Care”) |
| Expiry | Remaining time or when it expired (e.g., “Expires in 23 hours” or “Expired 4w ago”) |
| Description | Your optional note (if provided) |
Token Status Meanings
| Status | Color | Meaning |
|---|---|---|
| Active | Green | The token is ready to use — the link works and registrations are accepted |
| Expired | Orange | The time limit has passed — the link no longer works |
| Exhausted | Orange | All allowed uses have been consumed — the link no longer works |
| Revoked | Red | You manually deleted/revoked this token |
Step 6: Delete a Token
To revoke a token so it can no longer be used:
- Find the token in the list.
- Tap the red trash icon on the token card.
- Confirm by tapping “Delete” in the dialog.
The token’s status changes to “Revoked” and anyone who tries to use the link will no longer be able to register.
Delete All Tokens
To remove all tokens at once, tap the red “Delete All” button below the Create Token button. Confirm in the dialog to permanently delete all tokens.
Note: Deleting a token does not affect users who have already registered using that token — their accounts remain active.
What the New Team Member Sees
When the person you’ve invited opens the registration link, here’s what happens:
- They’re taken to the Invoice Genie registration page in their browser.
- They fill in their account details (username, email, password, name).
- Their role is automatically assigned based on your token settings — they don’t need to choose one.
- Once registered, they can download the Invoice Genie app and sign in with their new credentials.
- They’ll have access to the business(es) you assigned to the token.
Tips for Using Registration Tokens
- Use a short expiry for sensitive roles — For Administrator tokens, set a short expiry (e.g., 1-2 hours) so the link doesn’t stay active longer than needed.
- One token per person — For security, create individual tokens (Max Uses = 1) when inviting specific people. This way you know exactly who used each token.
- Batch tokens for teams — If you’re onboarding a group at the same time (e.g., a crew of 5), set Max Uses to the group size so everyone can use the same link.
- Add descriptions — Use the optional description field to note who the token is for. This makes it easy to track which tokens have been used and by whom.
- Delete unused tokens — Regularly clean up expired or unused tokens to keep your list organized and free up reserved user slots.
- Check user slots before creating tokens — If you see “No slots available,” you’ll need to delete existing users or contact support to increase your limit before you can invite new team members.
Summary
Registration Tokens make onboarding new team members fast and secure. Here’s a quick recap:
- Open Registration Tokens from the Administration section in your profile menu
- Check your available user slots
- Create a token — choose a role, set max uses and expiry time
- Share the link — copy or use the share sheet to send via any messaging app
- Monitor token status — Active, Expired, Exhausted, or Revoked
- Delete tokens when they’re no longer needed
No more creating accounts manually or sharing passwords — just generate a link, send it, and your new team member is ready to go!
