Invite someone to your business

What this does

The Team page lets you invite other people to log in to your business on Worklog. You make an invite, and Worklog emails it to them or you copy its link and send it yourself. When they open it and sign in, they join your business and work in the same books as you. Each person sees only the tools you give them access to.

Before you start

• Staff logins come with the Team and Complete plans; on Solo, + Invite shows the upgrade options. Every plan, Solo included, also has one free login for your accountant — see Your accountant below.
• Only an owner can invite people. Other members do not see the + Invite button.
• On Team you get six logins, yours included. An invite that is still live holds a login until it is accepted, cancelled or expires. The card at the top of the Team page shows how many you have used, like "3 of 6 logins used". Once they are all used, + Invite opens the upgrade options instead. Complete has unlimited logins. Your accountant's login is extra on every plan and doesn't count.
• You need the person's email address. Ask them which email they will sign in with, because they have to accept using that exact address.
• Worklog emails the invite only when you tap Email the invite. You can always copy the link and send it yourself instead, on WhatsApp say.

Create an invite and send it

1. Open the Team page.
2. Tap + Invite in the top right. The "Invite a team member" box opens.
3. Type the person's email address in the Email box.
4. Choose a Role. Member is a normal user whose access you control. Owner has full control of everything, the same as you. Worklog can't turn an Owner back into a Member or take them off the team later, so only pick this for someone you fully trust.
5. If you chose Member, pick their Access. "Can log only" is already picked: they can add and change income, expenses, cash-ups, quotes, invoices, appointments, time, trips, items, costings and customers, and open the reports for those, but can't delete anything or see payroll, Profit & Loss or Cash Flow. "Bookkeeper" lets them add, change and finish every day-to-day record and look at everything else; they never approve, and delete nothing beyond taking back their own entry the same day or dismissing a pay run sent back to them. "Can see everything" lets them open every tool but change nothing. "Full control (manager)" gives them every tool at Full, deleting included, but they stay a Member. Those last two also switch on the WhatsApp bot for them. You can also tap "Customize per tool instead" to set access tool by tool — Set what your team can access explains each choice.
6. Tap Create invite.

Worklog then shows "Invite ready to send" with the join link written out. Tap ✉️ Email the invite and Worklog emails it to that address, saying who sent it, for which business, and until when it works. Or tap 📋 Copy link and send it on WhatsApp or however you usually message them. Tap Done when you are finished.

What the person does

When they open the link they see a "You're invited" screen showing your business name and the role they are joining as.

1. If they are not signed in yet, they tap "Sign up to accept" to make a new account, or "Already have an account? Log in" if they already have one. While new sign-ups are paused, the invite still lets them make an account — with the email address it was sent to, before it expires.
2. They must sign in with the same email the invite was sent to. If they are logged in with a different email, Worklog tells them to log out and use the invited address.
3. Once signed in with the right email, they tap "Accept & join". If yours is their only Worklog business, they land in it. If they already use Worklog for another business, they land back in that one and switch to yours under My Businesses.

Manage invites and members

Back on the Team page you can see who has joined and who has not.

• Members lists everyone already in the business, each with a badge showing their role.
• Pending invites lists people you have invited who have not accepted yet — only an owner sees this list, because each invite carries its own join link. Each one that is still live has 📋 Copy link and ✉️ Email it, so you can send it again. An invite that has passed 7 days shows as Expired and has neither.
• To cancel an invite, tap the ✕ next to it and confirm. The link stops working straight away.
• As the owner, you can tap Permissions next to any member who is not an owner to change what they can see and do at any time. Reset password, beside it, emails them a link to set a new password.
• As the owner, you also see the end of the number anyone has connected to the WhatsApp bot, with Disconnect beside it (tap it twice to confirm).
• As the owner, tap Remove next to a staff login or a co-owner (tap again to confirm) to take them off the business. They lose access straight away and the seat is free for someone else. Their own Worklog login is not deleted, only their place on your team. You can't remove yourself, the owner who set the business up, or the last owner. Your accountant has their own Remove (see Your accountant).
• An owner always has full access, so Permissions can't limit a co-owner. To give a co-owner less, Remove them and invite them again as staff.
• To keep someone on the team but stop them using your tools, open their Permissions, tap Customize per tool, then ⬜ All No access, and tap Save permissions. They can still sign in, but all they see is a page called "No access yet" that tells them the owner has not given them access to anything yet and lets them switch to another business or log out. They can read none of your business's figures, bank details or team list, and can't ask questions, pass cards or change the logo. Use Remove when they have left for good.
• Moving down to Solo does not remove anyone. Solo is one login, but the staff logins you added keep working until you Remove them on this page, so Remove them first if you want only your own login.

Your accountant

Every business gets one free login for its accountant or bookkeeper, on top of the plan's own logins — Solo included. On the Team page, tap Invite your accountant on the card near the top, type their email and tap Create invite, then email it or send them the link as you would for anyone else. They show under Members with an accountant badge.

They start on the Accountant access: they can open and check every tool and report your plan includes, read the whole Audit Log and post year-end adjustments, but they can't add, change or delete your day-to-day records. Tap Permissions next to them to change what they can see. If you switch a tool off for them, its entries leave their Audit Log too. It stays an accountant's login: you can narrow it as far as you like, but the most it can have is Bookkeeper — Edit on the day-to-day tools, never deleting or approving — Can view on the reports, Financials and SARS returns, and up to Full on Adjustments and Opening Balances. It never uses the WhatsApp bot. For anything more, add a staff login.

Is your accountant already on your team as staff? Invite the same email from the accountant card. When they accept, they move onto the free accountant login, with the access you set on the invite, and their staff login is freed for someone else.

There is one accountant login per business. To change accountants, tap Remove next to them and confirm: they lose access straight away, their WhatsApp link to your business goes with it, and you can invite the new one.