> ## Documentation Index
> Fetch the complete documentation index at: https://docs.dirtview.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Adding an employee: Pending Invite, Active, Inactive

> What a pending invite can and can't do, and why you deactivate somebody instead of deleting them.

export const Video = ({id, title, runtime, url}) => {
  const meta = VIDEOS[id] || ({});
  const label = title || meta.title || "Tutorial video";
  const length = runtime || meta.runtime || "";
  const track = meta.track || "";
  const src = toEmbedUrl(url || meta.url);
  const frame = {
    position: "relative",
    width: "100%",
    paddingTop: "56.25%",
    borderRadius: "10px",
    overflow: "hidden",
    background: "rgba(127,127,127,0.09)",
    border: src ? "1px solid rgba(127,127,127,0.24)" : "1px dashed rgba(127,127,127,0.42)"
  };
  const fill = {
    position: "absolute",
    inset: 0,
    width: "100%",
    height: "100%",
    border: 0
  };
  const center = {
    position: "absolute",
    inset: 0,
    display: "flex",
    flexDirection: "column",
    alignItems: "center",
    justifyContent: "center",
    gap: "10px",
    padding: "24px",
    textAlign: "center"
  };
  const idBadge = {
    fontFamily: "ui-monospace, SFMono-Regular, Menlo, monospace",
    fontSize: "12px",
    letterSpacing: "0.06em",
    padding: "2px 8px",
    borderRadius: "4px",
    background: "rgba(184,82,40,0.14)",
    color: "#B85228",
    fontWeight: 600
  };
  const caption = {
    display: "flex",
    flexWrap: "wrap",
    alignItems: "center",
    gap: "8px",
    marginTop: "8px",
    fontSize: "13px",
    opacity: 0.66,
    fontFamily: "ui-monospace, SFMono-Regular, Menlo, monospace"
  };
  return <div style={{
    margin: "0 0 28px"
  }}>
      <div style={frame}>
        {src ? <iframe style={fill} src={src} title={label} frameBorder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; fullscreen; picture-in-picture" allowFullScreen /> : <div style={center}>
            <svg width="44" height="44" viewBox="0 0 44 44" fill="none" aria-hidden="true">
              <circle cx="22" cy="22" r="20" stroke="currentColor" strokeOpacity="0.28" strokeWidth="2" />
              <path d="M18 15.5L29 22L18 28.5V15.5Z" fill="currentColor" fillOpacity="0.32" />
            </svg>
            <div style={{
    fontWeight: 600,
    fontSize: "15px",
    maxWidth: "36ch",
    lineHeight: 1.35
  }}>{label}</div>
            <div style={{
    fontSize: "13px",
    opacity: 0.6
  }}>
              Video coming soon{length ? " · " + length : ""}
            </div>
          </div>}
      </div>
      <div style={caption}>
        {id ? <span style={idBadge}>{id}</span> : null}
        {length ? <span>{length}</span> : null}
        {track ? <span>{track} track</span> : null}
      </div>
    </div>;
};

<Video id="80.2" />

<Note>
  **The short version.** Three states. And when somebody leaves, you **deactivate** — you don't delete.
</Note>

## The three states

<CardGroup cols={3}>
  <Card title="Pending Invite" icon="paper-plane">
    Invited, hasn't set a password yet. The account exists but nobody can use it.
  </Card>

  <Card title="Active" icon="circle-check">
    Signed in and working.
  </Card>

  <Card title="Inactive" icon="circle-minus">
    Can't sign in. Everything they ever did is still on the record.
  </Card>
</CardGroup>

## Add somebody

<Steps>
  <Step title="Left menu → Employees → add">
    Name, email, company role.
  </Step>

  <Step title="Pick their role">
    → [The six built-in roles](/people/built-in-roles)
  </Step>

  <Step title="Then put them on their jobs">
    This is the step everybody misses. → [Putting people on a project](/projects/add-people-to-a-project)
  </Step>
</Steps>

## Deactivate, never delete

<Warning>
  When somebody leaves, set them **Inactive**. Their RFIs, their signed tickets and their form submissions are your project record — and on a claim, a record signed by a person who no longer exists in the system is a problem you don't want to explain.
</Warning>

Inactive does the one thing you actually need: they can't sign in any more.

## Next

<CardGroup cols={2}>
  <Card title="Certifications" icon="id-card" href="/people/certifications">
    Expiry tracking and where warnings show up.
  </Card>

  <Card title="Custom roles" icon="table-list" href="/people/custom-roles">
    The Permission Matrix.
  </Card>
</CardGroup>