Invite employees to the app
Give an employee or contractor their own sign-in to the employee app with a QR code or an email link, and see who has an account.
On this page
The employee app is where your people see their shifts, clock in, ask for time off and send requests, on their own phone. Nobody signs up alone: each person gets a personal invite from their record, and the invite ties the new account to that person.
Admin and HR can invite people. A custom role needs people.manage.
Send an invite
- Go to Staff and choose Employees (or Contractors), then open the person.
- Open the App access tab.
- Choose Invite to the app.
- In How will they get it?, choose QR code (hand over in person) or Email.
- Choose Submit.
- A window shows a QR code, the link and Copy link. Let the person scan the code or send them the link, then choose Done.
The link is shown once and cannot be looked up again. It works for 7 days and stops working as soon as it is used.
The QR code suits people whose phone is their only computer: they scan it off your screen and set up the account on the spot.
Invite by email
With Email, the invite goes to the email address on the person's record, sent from your company's mail, with a Set up my account button. If there is no email address on file or your company's mail is not set up, you see a warning, and you can still hand over the QR code or the link from the same window. See Notifications and email.
What the employee does
- They scan the QR code or open the link, and the Set your password screen opens.
- In Mobile number or email, they type the number or address they will sign in with.
- They choose a Password, type it again in Repeat the password and choose Set password.
The app opens on Today, in your company's language. From then on they sign in with their Mobile number or email and Password. The app lives at your workspace's web address followed by /duty, and they can add it to their phone's home screen like any app. Office staff who use the panel choose Staff sign-in on the same screen.
See who has access
The App access tab shows the person's account: No app account yet, or its Status (Active, Locked or Inactive) and when they were Last seen. Below it is every invite sent, with How will they get it?, Expires and Status.
| Status | What it means |
|---|---|
| Pending | Sent and not used yet. |
| Used | The person set up their account with it. |
| Revoked | Cancelled, by you or by a newer invite. |
| Expired | Not used within 7 days. |
To cancel a pending invite, choose Revoke invite. Sending a new invite cancels the one before, so only one link works at a time.
When someone cannot sign in
- Five wrong passwords in a row lock the account for 15 minutes. Meanwhile the tab shows Locked.
- A link that has expired or was revoked tells the person to ask for a new one. Send a new invite.
- An invite never replaces an account. Once the person has one, Invite to the app gives way to Reset sign-in.
- If they forget their password, choose Reset sign-in on the App access tab and hand over the one-time link or QR code, or send it by email. They choose a new password, are signed out of the app on every phone, and a lockout is lifted.