How to add an employee and send an invitation

Employees are added by an administrator or an employee with the “Adding employees” permission in Staff → Employees. A new employee gets an email with a login and password — they use them to sign in to the jeCheck mobile app and, if access is enabled, to the web dashboard.

Who can do what in the employee list

The section opens with the “Employee list” permission — it shows the employees of the locations where this permission applies. Everything else depends on permissions in Management → Roles and permissions:

• employees' phone and email — “Employee phone and email”;
• changing name, position, locations — “Editing employees”;
• web dashboard access, invitations, password reset and temporary password — “Employee sign-in”;
• deleting and restoring — “Deleting and restoring employees”;
• Excel export — “Exporting the employee list” (each export is recorded in the access log);
• list of positions — “Positions directory”.

Only an administrator can make an employee an administrator, change administrators' email or delete them. More in Roles and permissions.

How to create a user

1. Open the section. In the menu, go to Staff → Employees, Employees tab.

   

2. Click “Create user”. A window with a form opens.

   

3. Fill in the required fields. Last name and First name (at least 2 characters each) and Email — the invitation is sent there. The email must be unique: an address already used in jeCheck won't work.

4. Set the position. Pick it from the list or leave “— no position —”. If the list is empty, first create positions on the Positions tab.

5. Click “Create”. The employee appears in the list and receives an invitation email.

A new employee is created as a regular user with web dashboard access. To make them an administrator or leave them the app only, do it after creation — in the employee card on the Access tab, in the Sign-in and administration block (see Roles and permissions — administrator, positions, managers and Web dashboard access and “App only” mode). Permissions for tests, the schedule, HR and other sections are given through roles — see Roles and permissions.

After that, add the employee to their location's team — see How to add locations and build teams.

What the employee receives

jeCheck generates the password itself and emails it together with the login (the email address).

• An employee with web dashboard access gets an invitation with a sign-in link.
• An employee in “App only” mode gets an email with links to the mobile app instead of a link to the website.

Employees can change the password to their own in their Profile in the web dashboard — see Personal profile.

How to edit an employee's details

Click the employee's name in the table or open the ⋯ menu at the end of their row and choose Edit. In the Edit user window you can change the last name, first name, email and position. The administrator mark and web dashboard access are set in the employee card on the Access tab or in Management → Roles and permissions.

How to change an employee's email

The email is the employee's login. It can be changed by an administrator or by an employee with the “Employee sign-in” and “Employee phone and email” permissions; an administrator's email can be changed only by an administrator.

1. Open the employee card. Click the employee's name or choose ⋯ → Edit.
2. Enter the new address in the Email field and click Save.

What happens after the change:

• the employee can sign in to the web dashboard and the mobile app only with the new address, the password stays the same;
• an email “Your jeCheck login has been changed” with the new and old login is sent to the new address;
• the employee doesn't need to confirm the new address, and open sessions in the app are not interrupted.

The address must be unique across jeCheck: if another account already uses it, you'll see an error. If the employee doesn't remember the password, choose ⋯ → Reset password — the new one will go to the new address.

Resending the invitation and resetting the password

Both commands are in the ⋯ menu at the end of the employee's row. To send the invitation to several employees at once, use the Invite bulk action (see “Bulk actions”).

• Send invitation — the employee gets the email with a sign-in link and a new password again. Useful if the first email got lost.
• Reset password — jeCheck generates a new password and emails it to the employee.

Temporary password for an employee without email

If an employee can't get to their email — they forgot the mailbox password or don't have a work address yet — you can issue a password right on screen, like a temporary password in Microsoft Azure.

1. Open the menu. In the employee's row click ⋯ (on the employee card — ⋮) and choose Temporary password.
2. Click “Issue password”. A password like Kq7m-Xr4t appears on screen. Click Copy or read it out to the employee.
3. The employee signs in with it on the jeCheck website. Right after sign-in the Set your own password page opens: the employee chooses their own password (at least 8 characters) and clicks Save and sign in. After that the temporary password no longer works.

Nothing is emailed. The password is shown only once — if you closed the window, issue a new one. The employee's previous password stops working immediately, and the app on their devices will ask them to sign in again. Every issue is recorded in the access log as Temporary password issued.

An employee in “App only” mode also sets their own password on the website: after saving, jeCheck suggests signing in to the mobile app with it. The app also accepts the temporary password — then they'll be asked to set their own password the first time they sign in on the website. The password change page stays valid for 30 minutes after sign-in; if time runs out, sign in with the temporary password again.

Deleting and restoring

• Delete. Choose ⋯ → Delete and confirm. The employee loses access immediately: the app on their devices stops working, sign-in on the website is refused, and an open web dashboard closes on their next action. The employee disappears from the main list and moves to the Deleted tab.
• Restore. Open the Deleted tab and choose ⋯ → Restore — access is restored. The employee will need to sign in to the app again.

You can't delete yourself or the company owner — their menu has no Delete item.

Employee list: tabs, filters and sorting

Deleted employees aren't mixed with working ones. Above the table there are tabs, each with a count:

• Active — everyone who isn't deleted (opens by default);
• Administrators — active employees of the Administrator type;
• App only — active employees without web dashboard access;
• No location — active employees who aren't on any location team. They won't get tasks for violations at locations;
• Deleted — deleted employees and the deletion date.

The table shows which locations the employee works at (a star means location manager, “+N” means N more locations, hover to see the full list), their type, access (a phone icon means app only) and Activity — when they last opened the web dashboard or the app or ran an audit. A green dot means activity in the last 7 days, a yellow one — in the last 30 days. “No data” means the employee hasn't signed in or run audits since jeCheck started tracking activity.

Filters above the table:

• search — by first name, last name, email or phone;
• All positions — employees with the selected position or No position;
• All locations — the team of the selected location or No location;
• Any activity — Active in last 7 days, Inactive 30+ days or No activity data.

The Reset button clears all filters. Click the Employee, Position or Activity column header to sort. The selected tab, filters and sorting are saved in the page address — you can bookmark the link or send it to another administrator.

Bulk actions

Tick the employees you need — an action bar appears above the table. The checkbox in the table header selects everyone found by the current filters, on all pages.

• Position — give all selected employees the same position or set No position;
• Access — Web and app or App only. Administrators and the company owner always keep web access;
• Invite — resend the invitation: each gets an email with a new password, and old passwords stop working;
• Excel — export only the selected employees;
• Delete — delete the selected employees. jeCheck skips you and the company owner;
• on the Deleted tab there is Restore instead.

After the action, a message shows how many employees it was applied to and how many were skipped.

Export to Excel

The Excel button at the top of the page downloads an .xlsx file with the employees currently in the list — respecting the tab, search and filters, in the same order. The file contains last name, first name, email, phone, position, type, web dashboard access, locations, locations where the employee is a manager, status, date added and last activity. To export only some of them, tick the employees and click Excel in the bulk action bar.

Frequently asked questions