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Help / Getting started / Inviting workers & setting their PIN
Getting started

Inviting workers & setting their PIN

Read time · 3 min Audience · Admins

How worker access works

Workers don't use email and password. They log into the worker app with a worker ID (small number, assigned automatically) and a 4-digit PIN (generated when you create them). This works better on site — no typing long emails on a dusty phone.

Adding a worker

  1. In the admin console, open Workers from the sidebar.
  2. Click + Add Worker.
  3. Fill in name, trade, employment type (PAYE / subbie / labour-only), pay rate if relevant.
  4. Optionally set their site assignment — this is what lets them clock in to that site.
  5. Save.

You'll see the new worker's ID and PIN on the confirmation screen. Share both with the worker by text or WhatsApp.

!
Write down the PIN now. Gaffer stores a hash of it — we can't show it again later. If the worker loses it you'll need to reset and reshare.

Share the app

Tell them to open app.gafferai.uk/worker on their phone. On first visit, the phone will prompt them to install the worker app — one tap, no App Store needed. Full walk-through: Install the worker app.

A short message that works well:

✉
Hi [Name] — we're using Gaffer for clock-ins, RAMS, and messages from Monday. Open app.gafferai.uk/worker on your phone, install when prompted, then sign in with worker ID {id} and PIN {pin}. Shout if it doesn't work.

Confirm they're signed in

Back in the console go to Workers. Active workers show an Active status badge after their first successful login. If they're still showing grey after a day, something's wrong with their sign-in — see Worker troubleshooting.

Reset a PIN

Open the worker's profile in Workers. Click Reset PIN. A new PIN is generated. Share it like before. The old PIN stops working immediately, so only reset when you're ready to message them.

Change pay rate, trade, employment type

Workers → click the worker → edit any field. Changes apply going forward. Historical timesheets aren't rewritten, so a mid-week pay rate change will show the old rate on hours already logged and the new rate on hours logged after the change.