Inviting your team and giving them roles

Team is the one list of everyone who works for you: trainers, teachers, doctors, stylists, technicians, front desk and helpers. Only some of them need to sign in. Each person who signs in sees and does only what their roles allow.

Add someone

1. Open Team in the menu and click Add person.
2. Enter their Name, choose their Job and their Branch.
3. If their job needs a login (for example a manager or front desk), enter Their email. The role their job suggests is picked for you; change it if you like. For other jobs, tick Let them sign in if they should have a login.
4. Click Add and invite (or Add person if they don't sign in).

People with a login get an email with a link to join. The link works once, for 7 days. You can also share it on WhatsApp.

Someone without a login can still lead classes and be given appointments, and clock in at the door with their PIN.

Jobs

Your business type comes with starting jobs (for example Trainer, Front desk and Manager in a gym, or Technician and Office and dispatch in a home services business). Each job says whether it Needs a login, Takes classes and Takes appointments. Change them in Settings → Team → Jobs.

Invitations waiting

On the person's page you'll see that they're Invited and when the link expires.

• Send invitation again sends a new link (the old one stops working) and restarts the 7 days.
• Cancel invitation stops the link working.

Rules

• You can only invite people with a role whose permissions you have yourself.
• Your plan may limit how many people can sign in. It's checked when you invite and again when they accept.
• Each email can have one open invitation, and someone already in the team can't be invited again.

Change someone's roles

Open the person in Team. Under Login, click Change role or branch: add a role (for every branch or one branch) or remove one. Someone with no role can't do anything yet. To give a login to someone who doesn't have one, click Give them a login.

Shifts, timesheets, leave and My day

Team's other pages are in the menu next to it: Shifts (the rota), Timesheets (hours worked), Leave (requests and approvals; public holidays don't count as leave days) and My day (each person's own shift and clock-in). You see the ones your role and your work need.

Staff clock in only at the door: they scan the QR code on the door screen with the app on their phone (the code changes every 30 seconds), or enter their name and PIN on the screen. Pair each branch's door screen in Check-in settings (the Check-in app needs to be on), choose PIN, QR or both in Settings → Team → Clock-in, and set each person's Door PIN on their page.

When someone leaves

Open the person and click Switch off login. They can't sign in to your business any more, and everything they did stays. Reactivate login brings them back. To take them off the list, choose They left (archive). You can't switch off yourself or the last active owner.

Lost phone

If someone has lost their phone and can't sign in with two-factor, open them and click Reset two-step sign-in. They sign in with their password and set up their authenticator app again.