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How do I create a user in the mobile app?

Create an internal user from the Clean Smarts mobile app, assign locations and custom modules, then finish login and work setup on the web.

Use the mobile app when you need to create a basic internal user while you are away from the web portal. You can enter the person's contact information, give them location access, and choose custom modules from the permissions you already have.

The mobile flow does not use the password entered on the phone, assign a reusable role, schedule shifts, or configure notifications and time and pay settings. When the email address is deliverable, the new user normally receives an account invitation after creation; finish any remaining setup in the web portal before the person starts work.

Applies to: Users whose role or custom permissions include Users (Edit). A Manager title by itself does not guarantee this permission.

Before You Start

  • Connect the phone to the internet. Creating a user is not an offline action.
  • Open MORE > Sync before you start if locations were recently added or changed. The create screen uses the location list stored on your phone.
  • Have the person's first and last name, email address, country, and phone number ready. Know their preferred language so you can verify it on the web afterward.
  • Decide which locations the person may access.
  • Plan to select at least one Custom module. The account cannot be created without a permission.
  • Use the web portal instead if you are creating a customer or contractor. The mobile flow creates an internal employee profile.

Create the User

  1. Open HOME, tap the + button, and choose New user.
  2. Alternatively, open MORE > Users, then tap the + button on the Users screen.
  3. On Create a user, tap Basic information.
  4. Enter the required fields: - First Name - Last Name - Email - Country - Phone number - Password - Repeat Password
  5. Make sure the email is valid and both password fields match, then tap Continue.
  6. Tap Locations, select every location the person should be able to access, and tap Save changes. Location access is optional during creation, but most users will not see work at a location until access is added.
  7. Tap Custom modules, select at least one permission, and tap Save changes. Only modules already available to your own user appear in this list.
  8. Return to Create a user and tap Save changes.
  9. Wait for Successfully created new user. The app returns to the previous screen; if you started from Users, that list refreshes.

Important: The mobile form currently requires Password and Repeat Password, but it does not save that password as the new user's login password. Do not give the person the password you typed. Have them use the account invitation sent to their email, or set or resend their login access from the web portal.

Finish the User on the Web

Open Manage Users in the web portal, find the new profile, and complete the settings that are not handled by mobile:

  1. Verify Personal Information, including the preferred language. Mobile-created users default to English even if you selected another language on the phone.
  2. Confirm the user received the account invitation. If they did not, use Send Login Email, Send Login Text, or Set Password to establish login access.
  3. Confirm the person's Classification. Mobile creates an internal employee; create or correct customers and contractors on the web.
  4. Open Permissions and assign the intended Admin, Manager, Cleaner, or custom role. The mobile flow saves individual custom modules instead of a reusable role.
  5. Open Location Access to verify locations and assign shifts, inspections, or work orders. Location access alone does not schedule the person.
  6. Configure custom fields, notification preferences, and Time & Pay settings such as a punch-in PIN, geofence exceptions, drive time, or pay rates when your plan and permissions allow them.
  7. Ask the user to log in with the access you sent. If their locations or features are missing, have them open MORE > Sync or log out and back in.

For the complete web workflow, see How do I add a new user?.

Troubleshooting

  • I don't see New user on HOME. Your role needs Users (Edit). Ask an administrator to review your role or custom permissions, then Sync or log out and back in.
  • I can open Users, but I am not allowed to create someone. Users (View) or Timetracking (Edit) can expose the Users screen without granting user creation. You still need Users (Edit).
  • Save changes is disabled. Open Basic information and complete every required field. Use a valid email address and make sure Password and Repeat Password match.
  • The app says to select at least one permission. Open Custom modules, select at least one module, and save again. A mobile-created user cannot start with no permissions.
  • A module is missing. Mobile only lets you assign modules your own profile already has. Ask an administrator to assign the correct role or modules on the web.
  • A location is missing from the list. Cancel the flow, open MORE > Sync, and start again. If the location still does not appear, confirm that it exists and that your own account can access it.
  • The user was created but cannot log in. The password entered on mobile is not saved. Have the user check for the account invitation, including their spam folder. If it did not arrive, open the user on the web and resend login instructions or set a password there.
  • The user can log in but cannot clock in or see work. Confirm the user has the right timekeeping and schedule modules, location access, and an assigned shift. These are separate settings.
  • The success message appeared, but a location is still missing. Verify the user's Location Access on the web, make any correction there, then have the user Sync.

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