Managing your team
How admins add people, block logins, give temporary passwords and reset two-step login.
Each company decides who can log in to RotaProof. Your company's admins look after this on the Team page. It's in the menu for admins only.
Admins and managers
| Role | What they can do |
|---|---|
| Admin | Everything, including adding people, blocking logins, giving temporary passwords, resetting two-step login, changing roles and changing plan. |
| Manager | Everything else: workers, checks, documents, inspection packs, rotas and timesheets. |
Whoever created your company's account is its first admin.
Adding a person
- Click Team in the menu.
- Under Add a person, enter their name and work email, and choose Admin or Manager.
- Click Add person. RotaProof shows a temporary password, once.
- Give it to them privately, in person or by phone. Don't email it.
- When they log in, they have to choose their own password before they can do anything else.
If someone forgets their password
They can use Forgot your password? on the log in page. Or, on the Team page, click Temporary password next to their name. Their old password stops working straight away, and they choose a new one when they log in.
If someone loses their phone
If they use two-step login and have lost their phone and their recovery codes, click Reset two-step login next to their name. They can then log in with just their password, and should turn two-step login on again.
When someone leaves
Click Block login next to their name. They're logged out and can't log in again. The checks and changes they made stay on record under their name. If they come back, click Allow login.
Changing someone's role
Choose Admin or Manager next to their name, then click Save role.
Rules that stop you getting locked out
- You can't block, change or reset your own login from the Team page. To change your own password, go to Account & security and click Change password.
- Your company always keeps at least one admin who can log in.
Every change is listed under Recent changes on the Team page, with who made it and when.
This guide explains how to use RotaProof. It isn't legal advice. For the rules themselves, the Home Office's employer's guide to right to work checks is the final word.