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Getting started with the app — for administrators

Short answer

You invite employees to the Timeplan app in two ways: from the staff card under Staff → Personal details, or directly from the weekly overview when sending a shift request. The invitation is sent as an email with an activation code and links to the App Store and Google Play. The feature is included in all tiers.

In this article:

Availability — module and permissions

This article is for Plus, Premium and Enterprise customers.

App invitation is a core feature in Timeplan. The Clock-in App module is a free module included in all licenses. You don't need to activate anything extra to invite employees.

To send an invitation you need:

  • Permission to edit staff when inviting from the staff card
  • Permission to send shift requests when inviting from the weekly overview

If the permission is missing, you won't see the Send invitation button or the envelope icon. Contact your Timeplan-responsible administrator if you need extended permissions.

Before you send an invitation

Email address is the minimum. The invitation is sent there. Without an email address, the app cannot be activated through the standard flow.

Personal identification number is not required for activation, but gives the employee an alternative way to log in:

  • Email address — required. The invitation is sent here. The employee can log in with email + activation code.
  • Personal identification number — optional. If it's filled in, the employee can choose to log in with the personal identification number + activation code instead. The format is YYYYMMDD-NNNN for Swedish employees. Timeplan also supports coordination numbers and custom Nordic personal identification number formats. English employees have no requirement for a personal identification number.

Verify that the email address is current before sending the invitation.

Invite from the staff card

This is the standard path — useful when rolling out the app systematically to all employees.

  1. Go to Staff → Personal details.
  2. Open the employee's staff card.
  3. Scroll to the App section.
  4. Click Send invitation.

In the App section you can see if and when the employee last received an invitation. If you need to resend — click Send invitation again, and a new activation code is generated.

Invite from the weekly overview

Use this path when you're already sending a shift request and discover that the employee hasn't activated the app yet.

  1. Go to Planning → Weekly overview.
  2. Click the unstaffed shift.
  3. Click the envelope icon shown next to the employee.
  4. A dialog opens — enter the employee's email address.
  5. Click Invite.

The invitation is sent directly to the employee's email. The shift request can then be handled as usual.

What the employee receives in the email

The email contains:

  • Activation code — one-time code used at first login
  • Link to App Store (iOS)
  • Link to Google Play (Android)
  • Login instructions — what the employee enters in the app the first time

If you use SSO

Note: Customers with SSO (Single Sign-on) log in using your company accounts instead of an activation code. You still send the invitation from the staff card or weekly overview — it activates the account — but the employee logs in via SSO instead of using the activation code in the email. Read more in SSO for admin and web app.

How the employee logs in

The employee can choose between two ways: download the app from the App Store or Google Play, or use the web app in a browser.

Downloaded app

  1. The employee downloads the app via the link in the email (App Store or Google Play).
  2. Opens the app and logs in with email address or personal identification number + the activation code from the email.
  3. After the first login, the employee stays logged in — the code isn't needed again.

Web app via browser

The web app is an alternative for employees who don't want to download the app, or who are using a computer or tablet.

  1. The employee opens a browser and goes to [companyname].timeplan.mobi. The company name is the same as your login name for the administrator interface.
  2. On the first visit: click New user / Forgot password. A password is sent to the employee's registered email address.
  3. Log in with email address and password.
  4. Check Keep me logged in to avoid logging in every time.

On iPhone, the web app can be set to full-screen mode via a shortcut on the home screen. On Android, the employee can save a shortcut that becomes a "Timeplan app".

Employees working at multiple companies

Employees who work at multiple employers using Timeplan can be logged in to all of them in the same app and switch between them.

  1. In the app's left menu: click Switch company at the bottom.
  2. Add a new employer, remove an old one, or switch between existing ones.

Each company has its own calendar, its own shifts, and its own balances. No data is shared between companies.

If the invitation doesn't arrive

  • The email is in the spam folder — ask the employee to check spam. The sender is Timeplan, and the subject is about activating the app.
  • The email address is wrong on the staff card — verify and correct before sending a new invitation.
  • The employee is trying to log in with a personal identification number in the wrong format — verify that the number on the staff card matches the requirements in Before you send an invitation, or have the employee log in with email instead.
  • The company uses SSO — then no activation code is sent, the employee logs in via SSO directly.
  • The activation code has expired — send a new invitation from the staff card, and a new code is generated.

Frequently asked questions

How do I see if an employee has already activated the app?
On the staff card under the App section, it shows if and when the employee last received an invitation. If the employee has logged in, that's also shown.

What do I do if the activation code has expired?
Send a new invitation from the staff card. A new activation code is generated that replaces the old one.

Can the employee use the web app without downloading the app?
Yes. The web app is accessed via [companyname].timeplan.mobi in a regular browser. The functions are the same as in the downloaded app.

Does the flow differ for Plus customers?
No. The invitation flow is identical for Plus, Premium and Enterprise customers.

Can the employee receive an invitation without an email address?
An email address is required to receive the activation code. Without an email, the app cannot be activated through the standard flow.

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