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Manually Creating Provider Profiles

Sometimes you need to add a freelancer to TalentDesk before they're ready to set up their own account — for example, while you're still finalising a contract, or getting them onto a project ahead of an official invite. Manually creating a provider lets you build out their profile, invoicing settings, and payment details on their behalf, then hand the account over to them whenever you're ready.

Note: This feature isn't available for organizations using Single Sign-On (SSO). If you'd like to enable it, reach out to your Customer Success Manager.

Adding a new provider:

If your role has the Can manually create providers permission, you can add a provider directly:

1. Go to Team > Providers and click the dropdown next to Invite providers, then select Create provider.

2. Fill in the four required fields:
    • Email address — the address the provider will use to log in once they claim their account. This can't already belong to a user in your organization or an existing TalentDesk account. If they already have a TalentDesk account, invite them as a provider instead.
    • First name
    • Last name
    • Employment type — either Contractor or Employee (defaults to Contractor)

3. Click Create provider.

The provider is added to your organization immediately as an unclaimed provider. They'll appear in Team > Providers straight away and can be added to projects and tasks like any other provider — but no email is sent, and they can't log in until you invite them to claim their account.

Spotting an unclaimed provider:

Unclaimed providers are marked with a small yellow icon next to their name, both in the Team list and on their profile page.


Managing an unclaimed provider's details: 

 

Until a provider claims their account, you can maintain their details on their behalf from two places:

  • Team > Providers, in the provider's dropdown — Edit profile, Edit invoicing setting, and Edit payment methods

  • The provider's own profile page, via the Edit profile dropdown


Profile — set their photo, name, pronouns, job title, date of birth, phone number, address, résumé, and attachments, using the same form the provider would fill in themselves.


Invoice settings — configure the details that will appear on their invoices:

  • Payment terms — the number of days shown in the terms section
  • Invoice number and payment reference — set a custom invoice number and view their payment reference
  • Additional billing details — free text added to their invoices

Payment methods — set up how the provider will be paid, using whichever payout methods are enabled for your organization.

Note: Payoneer can't be set up on a provider's behalf. Payoneer accounts require the provider to complete registration directly, so this option stays disabled until they claim their account and add it themselves.

Inviting a provider to claim their account:

When you're ready to hand the account over, invite the provider to claim it:

1. Go to Team > Providers, open the provider's dropdown, and select Invite to claim.

2. Confirm the invite. This sends a password reset link to the provider so they can claim their account — once they do, you'll no longer be able to edit their details on their behalf.

The provider receives an email with a Set password button. Clicking it takes them to a password reset screen where they choose their login password.

Note: Sending a new invite cancels any earlier one. If a provider has been invited more than once, only the most recent email link will work.

What happens when a provider claims their account

Once the provider sets their password, their account is claimed, and they can log in. This also:

  • Verifies their email address, if it wasn't already verified
  • Sends them a confirmation email letting them know their password has changed
  • Logs them out of any existing sessions, so they sign back in with the new password

From this point, they're an ordinary provider in your organization:

  • The yellow "Manually created provider" icon no longer appears next to their name
  • Invite to claim is no longer available in their dropdown
  • You can no longer edit their profile, invoicing settings, or payment methods — the provider manages these themselves from their own account


Have a question we haven't covered? Reach out to your Customer Success Manager or the TalentDesk Support Team at support@talentdesk.io.


Thank you,

Team TalentDesk