How To Invite Crew Members

A guide on how to easily invite workers, managers and administrators to your Workyard account.

Christina Kao avatar
Written by Christina Kao
Updated over a week ago

How It Helps

Inviting your team members to join the app is an important first step towards getting everyone on the same page, and we're here to help you with that process. In this article, we'll guide you through the steps to invite a single user or multiple users at once.

How It Works

How to Invite an Individual User

To add a single team member to your Workyard account, you can follow these steps:

  1. Log in to your Workyard account on either the web or mobile app.

  2. Go to the Team Members page (web) or the Crew screen (app) and click on the + Invite button.

  3. Fill in the required fields for the new team member.

    • Worker: Workers clock in using our mobile app to submit time cards to your organization

    • Managers: Managers are assigned to workers to view and submit time cards

    • Administrators: Administrators manage the organization, all employees, labor cost reports and sync payroll

      Invite Requirements:

    • Administrators / Managers: Require email address but not mobile

    • Workers: Require mobile # but not email address

  4. Overtime Settings

    • Meal Breaks Policy: This will impact if meal breaks are included (paid) or excluded (unpaid) for total hours calculated on time cards.

      • Paid

      • Unpaid

    • Exemption Status:

      • Exempt: employee is not eligible for overtime.

      • A non exempt: employee is eligible for overtime.

        • Select Overtime Policy

  5. Pay Rate (Optional)

    • Effective Date: when this employee is starting.

    • Pay Type:

      • None

      • Salary

      • Hourly (W2)

      • Contractor (1099)

Your team member will receive an email and or text message invitation to download the Workyard app and join your team. Once they have downloaded the app and log in, they can start clocking in right away.

How to Invite Multiple Users

You can add multiple team members by importing via:

  • Your Payroll or Accounting software

  • Using our spreadsheet upload

Via Payroll or Accounting Software

  1. Log in to on your desktop.

  2. Go to the Team Members page and click the Import Employees button to import hourly employees or the Import 1099 Contractors to import 1099 employees.

  3. Select the payroll or accounting software from the options listed in the Import Employee pop-up window. If you use software that Workyard integrates with, you can import all the employees on that system directly into Workyard.

  4. If you don't use any of the available integrated payroll or accounting software, you can upload your employees via a spreadsheet. To do this, select the Upload Spreadsheet option, download the provided Employee Template, and follow the prompts to upload your employee data. Find instructions here


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