Getting started
Adding & inviting your team
The Add employee form field by field, the two ways to onboard someone (a join code or an emailed login), and what to do if someone loses access.
Adding a person in People creates their staff record and starts them onboarding. From the People page header you have two buttons: Add employee (one person, with all their details) and Import CSV (your whole team from a spreadsheet — see Import staff from a spreadsheet).
The two ways to onboard someone
At the top of the Add employee form you choose how the new hire gets in. Both create the same staff record; they differ only in how the person first signs in.
- Send invite code
- The default. WagePilot generates a one-time join code (and link). You share it; the person redeems it, confirms their details and sets their own password. No account exists until they accept.
- Email a login
- WagePilot creates a ready-to-use account and emails the person a sign-in link, a temporary password and how to add the app to their home screen. They can clock in straight away. Ask them to change the temporary password after the first sign-in.
Filling in the Add employee form
Press Add employee and the form opens pre-filled from your Settings defaults, so a new hire starts on your configured default rate, holiday allowance and holiday-pay method. Only Full name and Email are required; everything else has a sensible default you can change now or later.
- 1
Name, job title and email
Enter their full name and email (both required) and an optional job title (defaults to "Team member"). The email is where an emailed login lands, and how they identify themselves.
- 2
Employment type and hourly rate
Pick Full-time, Part-time or Casual, and set the hourly rate. If the rate looks below the National Minimum Wage for their age band, a warning banner appears — see the callout below.
- 3
Holiday basis
Choose Fixed allowance (a set number of days or hours a year) or Accrual (12.07% of hours worked, for genuinely irregular hours). The form changes to show only the fields that basis needs.
- 4
Holiday detail
For a fixed allowance you set the allowance in days or hours, days worked per week (which pro-rates part-timers), whether it builds up front or monthly, and how leave is paid (52-week average or a fixed rate). For accrual you can enter hours already accrued before joining.
- 5
Start date, date of birth and apprentice
Set their start date, optionally their date of birth (which picks the right minimum-wage band for under-21s), and toggle Apprentice if the apprentice minimum wage applies.
- 6
Assigned sites
Tap the site chips to choose where this person can clock in. You can change this any time.
- 7
Create
The button reads Create invite or Create account & email depending on the method you picked. It stays disabled until name and email are filled and any minimum-wage warning is cleared.
After you create them
- Invite code created
- A confirmation screen shows the join code with a Copy button. Share it with the person (message, print, read it out) — they enter it in the employee app to link their phone.
- Account emailed
- A confirmation screen tells you the address we emailed. The person gets a sign-in link, a temporary password and home-screen install steps, and can clock in right away.
Finding people in the list
The People page has a KPI strip (Team size, On shift now, Awaiting setup, Avg pay rate), a search box, and a filter for All / Active / Invited / Archived. Someone still to set up shows an Invited chip; someone currently clocked in shows a pulsing On shift chip. Tap any row to open their profile.
If someone loses access
- Re-send the invite from their profile to issue a fresh code.
- If they left, archive them in People — their history stays in your timesheets and reports, but they can't clock in. Use the Archived filter to see them.
- A staff member can reset their own password from the sign-in screen.