From Check In to getting paid

Open the activation email, set your password

The email, then the activation page

The office invites you and the app emails you. Open the link and choose your own password — nobody else knows it, the office included. If it is not in your inbox, check your spam folder before asking for another.

You land on My Tasks. That is your whole home — your visits, your documents and your pay all live there, and you will not need any other screen.

Sign what is waiting for you

My Tasks › Documents to sign

If the office self-bills you — writes your invoice for you rather than waiting for you to send one — there is a Recipient Created Tax Invoice Agreement waiting here. Until it is signed, that arrangement is not in place.

Step 02 — one waiting, and what you have already signed

Press Review & sign. The practice has already signed its half — you will see its signature above yours. Read it, type your full name, sign in the box, and press Sign agreement.

Step 02 — they sign first, then you

A copy is emailed to you and stays in the card’s Signed list as a PDF. The same document can be signed from the emailed link instead, without signing in — whichever you reach first closes the other.

Upload your certificates

My Tasks › My documents

The card lists what your workspace asks for, with the required ones first and where each of yours stands. Press Upload, choose the file, add the expiry date if the document has one, and send it.

Step 03 — what is on file, and what is still wanted

You cannot verify your own

Only the office can mark a document as checked — the card says so itself. That is the point of the two steps, not a permission you can be given.

While one is still waiting you can withdraw it and send a corrected one; there is no way to edit a submission in place. Once it has been checked, use Replace to supply a newer certificate.

A missing document never stops you being booked. It is work to finish, not permission to start — if the office puts you on a visit before your paperwork is complete, you can still do it.

Tell them when you are away

My Tasks › My unavailability

Enter From and To, a reason if it helps, and press Add. Whole days only, and both ends count — 6 to 10 October means you are away on both of those days and every day between.

Step 04 — whole days, both ends included

This changes what the office can book next. Visits already in your diary stay exactly where they are — if one of them falls inside the range, say so; nothing moves it for you.

Find today’s visits

My Tasks › Today

Today lists what you are doing now, earliest first — each with the client’s name, the time, the address, and a phone number you can tap to call.

Step 05 — your day, earliest first

Below it, Next 14 days is the fortnight ahead, grouped under the date each visit falls on.

Step 05 — the fortnight ahead

There is no client list, and that is deliberate

You see the visits assigned to you, not the workspace’s clients. Everything you need at the door — who, where, and what this visit is — is on the visit itself.

A colleague’s visit never appears in your list. If you can see one that is not yours, tell the office — that is worth reporting.

Check In, and Check Out

The visit’s card

Press Check In when you arrive. Each tap asks you to confirm the time, which defaults to now — change it if you are writing the visit up afterwards, so the record carries the hours you actually worked.

Step 06 — before you arrive

Step 06 — checked in, and the time it recorded

Both work with no signal. The taps are held on your phone and sent when the signal comes back — so a basement or a dead spot is not a reason to write the visit up from memory later.

Finish visit

The visit’s card, then Complete Appointment

Checking out is not finishing

Checking out records the time you left. It does not close the visit. A visit that is checked out but not finished stays open, and an open visit is never billed — so nobody is paid for it, you included.

This is the single most common thing that goes wrong. If you remember one sentence from this page, make it this one.

Step 07 — checked out, and still not finished

Press Finish visit and Complete Appointment opens. It shows the times you recorded — including how long you were on site and the hours actually being charged — with Adjust times beside them. Write your Delivery Notes, add anything you spent, attach a photo or a receipt if you have one, then press Continue to signature.

Step 07 — the times, your notes, and what you spent

The signature comes next, and the visit closes when you submit it. If Finish visit is greyed out and says it is waiting to send the check-out, your phone is still holding that tap offline — it comes back as soon as there is signal.

Claim what you spent

Complete Appointment › Extra items

Parking, mileage, an extra trip, something you bought for the client — all of it goes in Extra items. Press + Add item and a row appears: Product, Description, Qty, Rate, Paid by, Amount.

Step 08 — pick the product, and the rate comes with it

Two fields decide whether you get your money back

Choose a Product from the dropdown. Its usual rate fills in for you. You can type your own line instead, but a line with no product is never reimbursed — it says nothing about whose money it was.

Leave Paid by on Worker if the money was yours. That is the default, and it is what marks the amount as owed back to you. Change it to the organisation only when the office’s own card paid — that amount is billed onward to the client and never repaid to you.

Forgot something? A finished visit’s card offers Add extras — press it and the same editor opens again. It works until the visit has been billed; after that the amount sits inside a document someone is already holding, and the office has to fix it rather than you.

The signature screen shows the client the hours the visit is being charged for. If they disagree with the times, correct them with Adjust times and a reason before taking the signature — then tell a manager. Whether the charge follows the corrected time is the office’s decision, not yours.

Find your own pay

My Tasks › My pay

If you are a contractor the office self-bills, My pay lists the invoices it wrote for you — the period each covers, its number, its amount, and whether it has been paid. Each opens as a PDF you can keep for your own tax records. If you are an employee, the same place lists your payslips, one per month.

Step 09 — the same document the office holds

A document appears once the office has approved it — issued, for a payslip. Before that its figures can still change, so it is not shown to you yet. One that has been queried or disputed stays visible: a hold on your pay is exactly the thing you need to see.

You only ever see your own. Nobody else’s pay is reachable from your sign-in, whatever else changes.

No signal, hazards, and what you will not see

My Tasks

With no signal, three things keep working: seeing today’s visits, checking in and out, and reporting a hazard. Everything else waits. The page tells you it is showing the last schedule it saved, with a button to try again.

Report a hazard sits on the visit’s card, beside the check-in button. Use it for anything unsafe at the property. It reaches the office whether or not you have signal — the report is held on your phone and sent when the signal returns.

What your sign-in does not include

The client list, other people’s schedules, service agreements, funders, invoicing, reports, the team, and workspace settings. Those tabs are absent, not broken — they belong to the kind of sign-in the office uses.

One exception: you can look up the workspace’s services while completing a visit, so you can pick the right line for something you paid for. You cannot change a service or what it is charged at.