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Account setup

Setting up your account takes five simple steps, and our team does most of them for you. Send us your details, and you'll be ready for your first check-in and first pay run.

  1. Trial accountWe create your organisation and first admin login.
  2. Company, admins and crewAdmin users, supplier companies and your crew.
  3. Projects and site locationsEach project and its site boundary.
  4. Pay detailsHow each person is paid, and your payroll software.
  5. Go liveFirst check-ins, timesheets and your first pay run.

Step 1: Your trial account​

How do I get an account?

Contact us and we'll create a trial account for you. We set up your organisation, add the admin person you name, and send you their login. You can reset the password later if you need to (see Logins and passwords).

Done when: you can log in to the web platform.

Step 2: Company, admin users and crew​

Who needs admin access?

Anyone who works from the office and needs the web platform, such as your director, payroll admin and site managers. Send us their names, emails and roles, and we'll create their logins. Admin users can only be created by our team.

Example

Coastline Electrical sends Sarah (director), Priya (payroll admin) and Dan (site manager).

What about supplier companies?

If you use an external company, such as a labour hire supplier, we'll create that company in your account for you. Its workers are then set up as External Subcontractors linked to that company. See What is a company?

Example

We add Metro Labour Hire, so Sam's hours can be linked to them.

How do my crew get added?

Send us your basic crew details: names, mobile numbers and roles. We add them, and each person gets an SMS to join. They install the app, confirm their mobile number and set a 4-digit passcode, which takes a few minutes.

Done when: your admin users can log in and your crew have joined from their SMS.

Step 3: Projects and site locations​

Why does the project come first?

A site location always belongs to a project, so we create the project first, then add its site location. Send us your main projects and their site addresses.

What is set up for each site location?

We draw the site boundary on the map, so check-in only works on site when Location Verification is on. On projects with breadcrumbing turned on, leaving the boundary can also check people out automatically.

If the site uses QR check-in, click Download QR Code for the site location in the web platform, then print it and put it up at the gate. See How to create a site location.

Example

Coastline's project "Harbour Tower fitout" gets a site location at the tower's address, with a boundary around the building and a QR code for the site shed.

Done when: every active project has a site location with a boundary.

Step 4: Pay details​

What pay details do you need?

For each crew member, we need to know how they're paid, so hours turn into the right pay and costs:

  • Their employment type: Employee, Internal Subcontractor or External Subcontractor.
  • Their pay rate.
  • How they get paid: payroll for employees, their own invoice for internal subcontractors, or the supplier's invoice for external subcontractors.
  • An ABN for internal subcontractors.
Example

Jack is an employee paid through payroll. Apex Ducting is an internal subcontractor with an ABN who invoices at $55 an hour. Sam is an external subcontractor invoiced by Metro Labour Hire.

Which payroll software do you work with?

Swift Checkin connects to Xero and can export pay runs for MYOB. Tell us what you use and we'll set up the connection for you. Using something else? Tell us, and we'll talk through your options.

Done when: every crew member has pay details, and your payroll software is set up.

Step 5: Go live​

What does going live look like?

That's it, you're ready. Your first week runs like this:

  1. First check-in. Your crew check in on site with the app or the QR code.
  2. Timesheet. Their hours build up on their timesheets automatically.
  3. Verify and approve. Your site manager checks the hours, and an admin with payment approval approves them.
  4. First pay run. Approved hours are added to a pay run, which you send to Xero or export for MYOB. Then you pay your crew.
Example

Coastline's crew check in on Monday, Dan checks their hours on Friday morning, and Priya runs the first pay run that afternoon.

Done when: your first pay run is complete.

Logins and passwords​

How do I reset an admin user's password?

Admin users sign in through the Swift Checkin sign-in page, and passwords are managed there, not inside the web platform.

  1. Go to the Swift Checkin sign-in page.
  2. Use the forgotten-password option on that page, if it's shown, and follow the instructions.
  3. If there's no forgotten-password option, or you don't receive an email, contact our support team.

You can't change a password from My Profile, and an admin can't reset another admin user's password from the web platform.

How do I reset an app user's passcode?

App users reset their own 4-digit passcode in the app, using a code sent by SMS:

  1. On the Welcome Back! screen, tap Forgot Password ?.
  2. Enter the mobile number you registered with, then tap Confirm.
  3. Enter the 4-digit code sent to your phone, then tap Verify. No code? Wait for the timer, then tap Resend OTP.
  4. Enter your new passcode in New Password and Confirm Password, then tap Confirm.

You'll see Password reset was successful. Admins can't reset an app user's passcode from the web platform.

Next steps​

  • Need help with a specific screen? Browse the Admin users guides.
  • Helping your crew check in? See the App users guides.
  • Got a question? Our support team is available 24/7.