Invite people and assign roles

Roles at a glance

Worknilo separates people who run the organization on the web from people who work primarily on mobile.

Managers and admins use the web app for schedules, approvals, people, and settings. Employees typically use the mobile app to clock in, view their schedule, complete tasks, and chat. Role labels in Settings and People describe what each person can do (for example, clock in and view their own schedule versus manage the org).

Active people with product access generally consume a Pulse seat. Review billing before inviting large groups.

Invite from People (web)

1. In the web admin, open People.
2. Start an invite and enter the person's email (and name if prompted).
3. Choose a role that matches their job. Prefer the least privilege that still lets them work.
4. Optionally limit which locations they can see or clock in at, when your org uses site restrictions.
5. Send the invite. They receive email instructions to join the organization.

Join link and mobile

Invited users can finish joining from the web join flow or from the mobile app invite/sign-in screens. After they accept, they appear in People and can be assigned to shifts.

If someone cannot join, confirm the email matches the invite, that a seat is available, and that they are opening the current invite rather than an expired one. Re-send or revoke and invite again from People if needed.

After they join

1. Open their People profile and confirm role, locations, and contact details.
2. Add them to published shifts on the schedule.
3. If you use Pay, create or complete their employee pay profile before including them in a payroll run.
4. Ask them to install the mobile app, allow notifications, and (for clock-in) allow location when prompted.