Inviting your team members to join the app is the most important step in getting the most out of Workyard, and we're here to help you with that process. We'll walk you through how to invite your team, what the worker experience looks like, and tips on how to roll out Workyard to your team.
What to Do Before Inviting Your Team
Before inviting your team to use Workyard, make sure you have configured your time clock and pay period correctly:
Configure Your Time Clock Settings - Configure how you want your team to track time, overtime policy, add restrictions, and add automations like auto clock-in, so once your team starts tracking time, everything is ready to go.
Set Up Your Pay Period - Choose the frequency of your pay period for your team. It’s important to get this right so that overtime and payroll calculations are correct.
Ways to Invite Your Team
There are two ways to invite your team:
Invite a Single Team Member
For smaller teams, follow these steps to invite your team:
Log in to your Workyard account on either the web or mobile app.
Go to the Team Members page (web) or the Crew screen (app) and click on the + Invite button.
Fill in the required fields for the new team member. To learn more about each field, click here.
Your team member will receive an email or text message invitation to download the Workyard app and join your team. Once they have downloaded the app and logged in, they can start clocking in.
Import Team Members from an Existing System
Workyard also supports importing team members from your existing systems. This can be a great option for larger teams import users.
Follow these steps to import users:
Log in to Workyard.com.
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.
Select the system you would like to import from the listed options in the Import Employee pop-up window.
Follow the on-screen instructions to connect your system to Workyard. Different system’s may have different procedures for setting up a connection, to learn more about connecting your specific system, read our Integrations Quick Start Guide.
Note: If your system is not in our list of ready-to-go integrations, 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.
Key Things You’ll Be Asked to Configure When Inviting Team Members
When you invite your team, you will be asked questions about each employee. Here’s what each mean:
Roles
What are they allowed to do in Workyard? This gives them access to different things. Here are the different roles available in Workyard:
Workers - Use the mobile app to clock in and submit time cards, check their schedule and work on assigned tasks.
Managers - Oversee workers and manage time card submissions.
Admins - Handle overall organization management, including reports and integrations, and billing.
Note: Admins & Managers require an email address but not mobile number, while Workers require mobile number, but not an email address.
Exemption Status
Is this employee eligible for overtime?
Exempt - Employee is not eligible for overtime.
Non-Exempt - Employee is eligible for overtime. Choose how overtime will be calculated for this employee (State, Federal, or Custom Policies).
Meal Breaks Policy
Specify if meal breaks are paid or unpaid.
Pay Type
What is the employee classified as?
Salary
Hourly (W2)
Contractor (1099)
How Workers Get Set Up on Workyard
When invited to Workyard, workers go through a straightforward setup process:
Receiving the Invitation
Workers are notified via text to join Workyard. The text message provides them with a link to download the app on their Android or iPhone.
Logging In
Workers will need to login by typing in the same mobile number they received the invite text from.
Next they will be guided through a simple setup process where they are able to upload a profile photo, and confirm their details such as name and email address.
Granting Location Permissions On First Clock In
For most customers that have enabled Location Tracking (on by default), workers will be required to grant location access when they first clock in. This is required so that Workyard can use the GPS on their smartphone to accurately capture their location while they are clocked in.
Workyard will prompt them to grant:
Allow Location - Allows Workyard to track their GPS location, even when they have left the app but are clocked into work.
Allow Motion & Fitness - Allows Workyard to access the accelerometer on their phone to detect when they are driving, walking, or stationary.
Depending on whether they use an iPhone or Android, there will be different prompts presented. Your workers will be guided through the series of prompts below.
Note: the images are for an iPhone user. For Android users, the process is very similar.
Note: A two-step process for granting access to Location, first granting basic Location Access ‘Allow While Using App’ and then also allowing location access while not using the app ‘Change To Always Allow’. Both are required so that Workyard can continue to track location in the background while they are clocked in, even after they have left the app to use other apps on their phone. This is required for all apps on the Apple and Android platform that need to track location in the background.
Important information about team member privacy:
Employers will not be able to team member locations outside of their clocked hours.. You can assure your team that you can only track their location while they’re working.
Clocking Out For The First Time
When they clock out for the first time, we’ll also guide them through what happens next and explain that their location data outside of their work hours will not be shared.
Tips To Get Your Team Onboard
We’ve found that explaining how using Workyard is not only going to help the business but at the same time make their life a lot easier will really help get your team on board with the change.
Here are some talking points we’ve found can be helpful:
How it helps them
Workyard makes recording hours so much easier for them. One tap to clock in and out, if you have automated tracking on, its even easier, they just step onto the work site and they get clocked in automatically. No more texts, calls, paper forms, and emails to confirm hours worked or what they did during the day.
They’ll have access to all of their hours worked in one place. They can see their total hours worked every week, details of every time card. They get complete transparency of what they are getting paid for. They also get notified of any changes you make after they have submitted a time card, with clear reasons for the change.
They get clarity on their tasks and schedule all in the one app. Sharing updates is as easy as adding notes and photos.
How it helps their peers in the office
Workyard means less data entry and chasing time cards for the team in the office, freeing them up to focus on more important work. How much time is the office currently wasting chasing time cards and manually working out payroll, job costs etc every week?
How it helps the business
Businesses typically implement Workyard because they are trying to drive a key improvement, whether it’s protecting margins with more accurate tracking of costs, improving estimation or more accurate billing of hours. Explaining how this change directly ties back to hitting those goals really helps people understand the bigger picture for the change.
Need Help? Don’t hesitate to ask!
Our customer support team is always here to help if you have questions or need any help. Contact us at help@workyard.com or message us via the Help icon in the Workyard app.