To make registering for the app as quick, easy and secure as possible, you will need to authorise your staff to use the app.
In order to do this, you will need to upload a spreadsheet containing each staff member's:
First name
Surname
Email address
Mobile phone number
Payroll ID (payroll number, NI number etc)
Site (if you have sites set up in your admin portal).
💡Top tips for creating a great staff spreadsheet:
If a colleague has sent the spreadsheet to you with a password to protect it, please remove the password
Make sure each column has a title
The columns can appear in any order and don't worry if you have additional columns.
Only one staff member should appear on each line
If you would like a spreadsheet template then click the link to download: user-invitation-doc-template-1.csv
Here's an example:
Need help? We're here to support you with your staff list upload. Click on the chat icon in the bottom right corner of the screen to let us know you need help. We will advise on how you can send a password-protected copy of your list to us and we'll then take care of the rest!
How to authorise your staff - a step-by-step guide
Step 1: Log in to your portal, head to ‘app users’ and then click on the 'manage' tab:
Step 2: Next click on the red ‘Add Invitees’ button.
If you are launching to your team or have many new starters select ‘Bulk upload’
Step 3: Click on 'Upload data from file':
Step 4: Select the spreadsheet you have created and click 'Open'
A pop-up will appear letting you know the file is being uploaded. If your spreadsheet contains multiple sheets you will be asked to select the one that contains the data you wish to use. Click 'Continue':
Step 5: You will be asked to confirm the row which contains column names. Click on 'Yes' if this is correct:
Step 6: You will then be asked to confirm that each column matches the column the system needs. Check that the title in the white field matches the data in the list. If it doesn't, click on the drop-down menu icon and select the correct title.
Click on 'Confirm mapping' once it is correct.
If a column contains data that is not needed click on 'Ignore this column'.
The only data needed is the first name, surname, email, mobile number and site, as you'll see in this example below postcodes are listed so we will ignore this column.
If you receive an 'unable to automatically match' message for either the first name, surname, phone number, email address or site columns click on the arrow icon and select the name of the correct name for the data contained in the column. Then click on 'confirm mapping'.
In the below example, we will select 'mobile number' from the drop-down menu so that it matches the data listed.
Once you have confirmed each column click on 'Review'
Need help? Call us on 02038279474.
If you would prefer us to upload your staff details for you, click on the chat icon in the bottom right corner of the screen to let us know and we will advise on how to send us a password-protected copy of your list.
Step 7: You will then be shown a list of the information that will be uploaded. If any of the data is not in the correct format it will be highlighted. Hover over the red sections to find out what the issue is. Then, you can simply click in the area to change the information.
If you have sites set up and the site name does not exactly match how it was set up in the portal it will be highlighted in red. Simply click in the box and edit the site name to match. If a site name is blank the user will not be assigned to a specific site.
❗Just to note: if your organisation has sites and the site field is left empty for a user, they will be assigned to 'all sites'.
Once you have made any changes click on 'Continue'
Step 8: You will see an 'Are you ready to submit?' message pops up, click on 'Yes' to upload the data. A 'success' message will appear, click on 'OK'.
You will see how many new app users have been created. These staff members can now download and use the app:
If you have included any existing users in the spreadsheet, the system will pick up duplicates and show them here. It will also update their account with the details that were included in the spreadsheet:
🎉Preparing to launch? It's a great idea to send out some pre-launch communications, find some ready-made examples HERE (UK and ROI) or HERE (AUS).
If you have any questions or require any support with authorising your staff please get in touch using the chat icon in the bottom right corner of your screen.
What's Next?