Adding your team
How to add staff records, give people a login for the phone app and desktop, and how login seats work on Core and Premium
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This article shows you how to add your team to TurfWise and how to give each person a login, so they can use the phone app and, if their role allows, the desktop.
Adding someone happens in two separate parts, and knowing the difference saves a lot of confusion.
What's the difference between a staff record and a login?
A staff record is the person's details: name, role, hours, pay and so on. It lets you plan work for them, track their leave and include them in reports. Everyone in your team should have one.
A login is an email and password that lets that person sign in. Not everyone needs one. Seasonal staff you plan work for but who never use the app can have a record and no login.
Only logins count towards your plan
On the free Core plan, your club can have up to 6 active logins, including the owner. Staff records without a login don't use a seat, so you can add your whole team on Core. On Premium, logins are unlimited. See Core and Premium plans.
How do I add a staff member?
Open Staff
Click Team & kit in the top bar, choose Staff, then People › Directory, and click Add staff member at the top of the page.
Fill in Details
Full name, Employee number, Email and Start date are required. You can also set their Phone, Role, Department, Status, Contract type and Contracted hours / wk.
Add personal details (optional)
The Personal details section holds date of birth, National Insurance number, home address and bank details. Fill in what your club needs to keep.
Set pay and holidays
Under Compensation & hours, enter their Annual salary (£) and Holiday allowance (days). Leave the allowance blank to use the club standard.
Choose how overtime works
Under Overtime configuration, pick Paid overtime or TOIL (time off in lieu). For TOIL, choose a TOIL accrual rate, from hour for hour upwards.
Add an emergency contact
Enter a Contact name and Contact phone, plus any Notes.
Save
Click Create staff member. They now appear in the Staff list.
Use a simple employee number pattern
Employee numbers must be unique. Something like EMP001, EMP002 is easy to keep tidy, and gaps don't matter.
Pick the right Role
The Role is the person's job title, such as Head Greenkeeper, Assistant Greenkeeper, Mechanic or Seasonal Temp Greenkeeper. It also decides whether their login can open the desktop, so get it right before you create a login.
How do I give someone a login?
Open their profile
In Staff, click the person's name. Stay on the Overview tab.
Find Phone login & access
Scroll to the Phone login & access panel. If they don't have a login yet, it says so. Click Set up login.
Choose how they sign in
Pick Username (no email needed) or Email. A username is 2 to 32 letters, numbers, dots, dashes or underscores.
Set their password
Type a password or use the button beside the box to generate one. Passwords need at least 12 characters. This is the password they will sign in with.
Create the login and pass it on
Click Create login. A login card appears with the details. Use Copy for WhatsApp/text, Share or Print to give it to them. For an email login you can also tick Also email these details to them. TurfWise never emails a username login.
Copy the card before you close it
The password is only shown on the login card. Close it and it's gone, so share it first. If it's lost, use Reset password.
The panel then shows the account status, the Username or Login email, whether the Phone app and Desktop app are allowed, and the Last login.
Who gets the desktop as well as the phone app?
A login always works in the phone app. Desktop access follows the person's job title:
- Desktop and phone -- Owner, Area Manager, General Manager, Course Manager, Deputy Course Manager, Head Greenkeeper, Deputy Head Greenkeeper
- Phone app only -- everyone else, such as First Assistant, Assistant Greenkeeper, Apprentice Greenkeeper, Mechanic, Irrigation Technician, Gardener and Seasonal Temp Greenkeeper
If someone is promoted, update their Role and their desktop access follows automatically.
Resetting or removing a login
On the same panel:
- Reset password sets a new password and gives you a fresh login card to pass on.
- Remove access switches their login off. Their staff record and history stay.
Managing your own login
You can't change your own login from this panel, or manage the login of someone at or above your own role. To change your own password, see Passwords and security.
How do I check how many logins we've used?
Click your initial in the top bar, choose Settings, then Plan & billing. The Account panel shows Logins, for example "4 of 6 in use", with a Manage logins link to the Staff list.
Can I add staff during club setup?
Yes. The setup wizard has an Add Staff step where you can add people. It doesn't create logins: set those up afterwards, as described above. See Your first login.
Common problems and fixes
"This club has used all 6 login seats"
You've reached the Core limit. Remove login access for anyone who no longer needs it, or upgrade to Premium for unlimited logins. Removing a login doesn't delete the person's staff record.
Their login works on the phone but not on the desktop
That's their job title. Only the manager-level titles listed above can open the desktop. Everyone else uses the phone app.
"The email … is already assigned to another user"
Another login in your club already uses that email address. Each login needs its own email.
The login email is wrong
The email can't be edited once the login exists. Use Remove access, then Set up login again with the right address.
"Full name is required" or "Start date is required"
Name, employee number, email and start date must be filled in before you can save.