Team
Add people, set their role and area, and manage who can log in.
Team in the sidebar lists everyone at your venue: the people who can log in, the people you've invited, and the people whose accounts are disabled.
Venue Managers, Assistant Venue Managers, Duty Managers and Supervisors can open it. Only a Venue Manager can add, change or remove people. Everyone else sees the list without the buttons, ticks and menus.
Read the list
Narrow the list with Search (name, email, role or number), Role and Area. Under them, the chips All, Active, Invited and Disabled show how many people are in each; press one to narrow the list to it. The filters stay set when you come back from someone's page.
The list shows active people first, then invited people (newest first), then disabled accounts. Each row shows the person's Role, Area and Mobile, as far as your screen has room. Venue Managers also see Last active on a wide screen. Anyone who isn't simply active has an Invited or Disabled tag beside their name. On a phone, each person is a row with their role and area under their name. Press a mobile number in the list to ring them.
Press a person to open their details beside the list. You see their role, area, mobile, email, when they were last active and when they joined, and an Onboarding progress list: Invite, Join, Active and Offboard. Press Open profile for their full page.
Add an employee
Venue Managers only.
Open the form
Press New employee at the top of Team.
Fill it in
Enter their First name, Last name and Email. Mobile and Area are optional. Choose a Role. It starts on Staff. The "?" beside Role sums up what each role can do.
Send it
Press Send invitation. To add several people in a row, turn on Add another first. The form clears for the next person and keeps the role and area you chose.
Not sure which role to give? See Roles and permissions.
Invite several people at once
Venue Managers only.
Press Invite several. Paste a list into People to invite, one person per line, or press Choose a CSV file. A line can hold a name, email, mobile, role and area, in any order, such as Jaz Nguyen, jaz@example.com, 0412 555 019, Supervisor, Bar. A CSV with a header row is read by its column names.
Choose a Role for anyone the list doesn't give one. HospoTek shows who is ready to invite and which lines need fixing, such as an area your venue doesn't have. The button counts them, as in Invite 3 people. Press it to send. You can invite up to 50 people at a time.
Follow up an invitation
Each person you invite gets an email with a link to join. The link works once and lasts 72 hours. When they open it, they choose a password and press Accept invitation. If they already have a HospoTek account, they sign in to accept.
Until they accept, their row shows Invited, with a line under their name saying what happened to the email, such as "Sent · expires 22 Oct" or "Failed: address refused". When a link has run out, the row says "Invite expired · Resend to send a new link". When the email failed or the link ran out, a Resend button appears beside the tag.
Press an invited person to see the invitation email's progress and a Resend invitation button. Open the menu on an invited row, or Manage access in their details, to:
- Resend invitation: sends a new link. The old one stops working.
- Copy invite link: puts a new link on your clipboard, so you can send it yourself. The old link stops working.
- Cancel invitation: the link stops working. You can invite them again at any time.
Change someone's role or area
Venue Managers only.
Open the menu on the person's row, or press Manage access in their details, and choose Change role or Change area. Pick the new one and save.
You can't change your own role. Ask another Venue Manager. Nobody can change the venue owner's role, so the owner's menu has no Change role. See the venue owner.
Area is the part of the venue the person usually works in. The choices are the areas set up in Settings.
Act on several people at once
Venue Managers only.
Tick the box beside each person, or tick the box in the header to select everyone shown. A bar replaces the filters with Change role, Change area, Disable, Enable, Resend invitations and Remove. A button that doesn't apply to anyone you've ticked is greyed out. Press Clear to untick everyone.
Disable an account
Venue Managers only.
Disabling stops someone logging in but keeps them on the list, so you can switch them back on later.
Open the person's menu and choose Disable account. If they still have open tasks, checklists or courses in progress, the confirmation says so, and you'll need to reassign that work. To let them back in, choose Enable account. They log in with the same password as before.
You can't disable yourself or the venue owner.
Remove someone who has left
Venue Managers only.
Open the person's menu and choose Remove from venue, then confirm. They lose access straight away, and anything they have already recorded stays.
If they recorded anything at your venue, HospoTek keeps the account and disables it instead, so they stay on the list as Disabled. It tells you when it does this. Either way, they can no longer get into your venue.
You can't remove yourself or the venue owner.
A person's page
Press Open profile in someone's details, or open their name in a new tab, to see their full page. Under their name is a line with their role, area and what is open on them, such as "3 open tasks" or "2 overdue". The page has their Open tasks, Checklists this week, Training (press Their training record for what they've been assigned and what is overdue) and Procedures they still have to read. Details at the side shows their mobile, email, Joined this venue, Last login and whether they have a Kiosk PIN.
The button at the top is Message, to talk to them in Chat. Where Message isn't offered, the button is New task or Assign training instead. None of these show for yourself or for someone whose account is disabled.
The ⋯ menu beside it holds the rest, where it applies:
- Call them, if they have a mobile.
- Give them a New task.
- Assign training. See Training.
- Reset kiosk PIN (Venue Managers only). HospoTek shows the new PIN once. Read it out to them; they can change it from their Account. See Kiosk mode.
- The same items as the list's menu (Venue Managers only): change role or area, send a password reset link, disable or remove.
Help someone who can't log in
Open the person's menu and choose Send password reset link. HospoTek emails them a link to set a new password. You never see or set their password.
If they were never able to log in, check their row. An Invited row means they haven't accepted yet: resend the invitation.
People from your roster
If you connect Tanda, Employment Hero or a CSV roster, you can invite the people on it from there. See Rosters and integrations.