Adding your team is usually the first job when setting up ASR. This is for administrators and client admins.
Getting there
Click your name or picture at the top right and choose Settings.
Open the Users and Roles tab.
You'll see Active Users — everyone in your organisation — and Invitations, covering pending and expired invites.
Invite someone
Choose Invite User.
Name — their full name. This is what colleagues see against completed checks and owned actions, so use a real name rather than "Kitchen iPad".
Email — where the invitation goes.
Role — see below.
Access Scope — Organisation-wide access or Restricted to selected site(s).
If you chose restricted access, select their sites.
Choose Send Invitation.
You'll see Invitation sent. They get an email with a link that walks them through setting up their sign-in — see How to sign in for the first time.
Choosing the role
The options for a client organisation are:
Admin — full access, including deleting records. Keep this to a couple of people.
Client Admin — runs compliance day to day: templates, schedules, users, reporting.
Area Manager — oversees several sites, organisation-wide access.
Site Manager — runs one or more specific sites.
Team Member — completes checks and closes actions at their sites.
ASR reminds you of the access rule as you choose: "Admin, Client Admin, and Area Manager have organisation-wide access. Site Manager and Team Member can be restricted to specific sites."
Because the first three are always organisation-wide, Access Scope is fixed for them and you'll see "This role always has organisation-wide access."
Inviting an auditor or consultant instead gives you Auditor and Consultant Manager, both organisation-wide.
Assigning sites
This is the step most worth getting right, because site assignment is what site managers and team members actually see. Assign no sites and they'll sign in to an empty ASR and assume it's broken.
You can also assign people to a site from the other direction — open the site under the Organisation tab and use Assign Members. Same result, easier when you're setting up one site for a whole team.
Managing invitations
From the Invitations card you can:
Resend invitation email — for the ones that went to spam.
Revoke invitation — cancel one sent in error.
Remove expired invitation — tidy up. Invitations expire, so anyone who's left it too long needs a fresh one.
Two messages you may hit: "This user already has a pending invitation." — resend rather than re-invite. And "You have reached your limit of invitations." — get in touch with us about your plan.
Changing someone later
Choose the user from Active Users and edit them. You can change their role, access scope and sites, then choose Update User. Changes apply immediately, though they may need to refresh to see new menus.
Adding sites and locations
Under the Organisation tab, Add Site creates a site — name, description, address and operating days. Operating days matter: daily checklist schedules skip days a site isn't open, so setting them correctly stops false "missed" checks piling up.
Sites can be divided into locations — a kitchen, a floor, a unit — so checks can be scheduled per area.
A sensible setup order
Create your sites, with operating days.
Invite your admins and managers first, organisation-wide.
Set up checklist templates and schedules — see How to create a checklist template.
Invite site managers and team members, assigned to their sites.
Set organisation notification defaults so nobody is overwhelmed on day one.
Doing templates before inviting the wider team means people arrive to a working system with checks already waiting, instead of an empty screen.
When someone leaves
Reassign their open actions before removing their access, otherwise the actions sit with an account nobody is watching. How to update several actions at once covers moving them in bulk.