Getting your team in

Everyone signs in with their mobile number, so bringing someone in means connecting their number to your workspace. The Add user button in the Users header opens the first route, and its arrow ("More ways to add people") offers the others: Add one user, Join link, Invite QR, Add several users and Import from a spreadsheet.

Add one user (invite code)

Add user opens Invite user: "We'll text them an invite code, and email it too if you add an address. They join by signing in with this number and entering the code, and stay in Invited until they do." Fill in:

• First name, Last name and Mobile number ("Include country code, e.g. +44 7700 900000").
• Email (optional). It's required for an Owner or Office admin.
• Access: Field worker, Supervisor, Office admin or Owner.
• Classification: Employee, Contractor or Not set.
• Work pattern, which starts on your workspace's default. See Work patterns.
• Team, Trade, Job title and Employee ref.
• Field driver ("Can be assigned to vehicles.").

Choose Send invite. Maliru texts the person a one-time invite code, like XXXX-XXXX-XXXX, with a link to join, and emails it too when the record has an email address. The dialog says what reached them, for example "Texted to {number} · emailed to {address}."

The code and its QR code stay on screen in case the message doesn't arrive:

"We text the code to them, and email it when they have an address. If it does not arrive, share the code below: it works once and can't be recovered later, so copy it now."

Texts go only to UK and Irish mobile numbers, the countries Maliru texts sign-in codes to. For anyone else, or if the dialog says the text didn't go through, show the QR code, read the code out, or use Print invite slip for a handout. Try again resends anything that didn't go. An invite can be sent at most three times in 15 minutes.

The person opens the link, or the Maliru app, signs in with their mobile number, enters the code at the "Almost there" step, and they're in. Opening the link in a browser fills the code in for them. Someone who already uses Maliru for another company joins from Switch company instead, with the same code. See Signing in.

Codes expire after 14 days. Until the person signs in they sit in the Invited tab, and the Invite section on their record offers New code and Revoke code. A new code isn't sent by itself: choose Text & email code in the dialog to send it.

Add several users, or import a spreadsheet

• Add several users: "One row per person. Each gets their own invite code to join." A counter shows how many seats you have left. When you send, Maliru texts and emails each person their own code, and every code is shown together with what reached each person, plus Copy all and Print invite slip.
• Import from a spreadsheet: upload an .xlsx or .csv, or paste rows. First name, Last name and Mobile are required. Match your columns, fix any row flagged in the preview, and import up to 2,000 people at once. Everyone arrives as Invited with their own code. An import doesn't text anyone by itself: the codes are shown together, and Text & email codes sends them when you're ready. The import is the one place you can give someone Custom access.

Join link and Invite QR

For rolling recruitment, let people apply themselves. Set both up from the gear (Settings) in Users:

• Join link: "Share this direct link with people who should submit their own details. Each submission waits in Pending approvals." Switch Join link is live on, then Copy link to share it. New link replaces it if it has spread further than you meant. Under Which fields the applicant fills, set each of your User details fields to Hidden, Optional or Required, and choose the Default access on approval.
• Invite QR: "A reusable workplace QR that opens Maliru's download page. People verify their mobile number, complete the join fields and wait for approval." It uses the same fields and default access as the join link. Print QR materials gives a Full-page flyer or 4 per page handouts.

Each has its own on/off switch, so you can pause the QR poster without changing the link, or the other way round.

Neither gives anyone access on its own. Every application waits in Pending approvals in the Users header, with a count. For each one, choose their Work pattern (it starts on the default) and Access (Field worker, Supervisor or Office admin), then Approve or Reject.

The join link and Invite QR are a feature of the Workforce records module. If you can't find them, switch Join requests on under Global settings › Modules.

Who can give which access

• Anyone with Manage users can add people. Without Manage access as well, they can only add plain field workers: "Access administration is required to give somebody more than field access."
• On the Free plan, only Owner and Field worker are available. Supervisors and office admins are on the Team plan and above, and custom access on the Crew plan and above.
• Owners and office admins need an email address. Field workers only need a mobile number.

See Access profiles and permissions.

Seats

Active people and unclaimed invites both use a seat. The seat pill in the Users header shows where you stand, for example "7 of 10 seats". Delete invites that will never be claimed. See Seats, plans and billing.

If someone only needs to fill in a form or read and sign a document, and isn't part of your team, send them a share pack instead. It uses a link and a code, not a workspace account or a seat. See Sharing forms and documents outside your workspace.