Skip to main content

Onboarding

Getting started with Swift Checkin is mostly done for you. You send us your details, our team sets up your account, and your crew join from a text message. This page explains how it works and what we need from you.

Signing up​

How do I sign up for Swift Checkin?

Contact us or book a demo at swiftcheckin.com.au. We'll talk through how your business works, then set up your account for you. You don't need to create anything yourself.

What happens after I sign up?

  1. Contact usBook a demo or get in touch, and we talk through how your business works.
  2. Send your detailsYour company details, admin users and crew list.
  3. We set up your accountOur technical team sets up your account to match how you work.
  4. You get your loginWe create your admin users and send you their login details.
  5. Crew joinWe add your crew, and each person gets an SMS to join.
  6. Go liveYou start checking in on your first site.
Example

Coastline Electrical sends their details on Monday. Sarah and Priya get their logins once the account is ready, the crew join from their phones, and the first site goes live.

Will I get login details?

Yes. We create a login for each admin user and share it with you. If you need to change a password later, see Account setup.

What we need from you​

What do you need from me to set up my account?

  • Your basic company details.
  • Your admin users and their roles.
  • Your crew list, with how each person is paid.
  • How your timesheets are checked and approved.
  • How your crew check in and out on site, and whether they work shifts.

Send what you already have, such as spreadsheets or a payroll export. You don't need to retype anything into a special format.

What details do you need for admin users?

For each admin user, send their name, email, mobile number and role, for example director, payroll admin or site manager. A line about what they do helps us set up the right access.

Example

Coastline sends: Sarah, director, oversees all sites and budgets. Priya, payroll admin, runs payroll and approves timesheets. Dan, site manager, runs the crew on two sites.

What details do you need for my crew?

For each person, send their name, mobile number, role and how they're paid. What we need for pay depends on their employment type:

  • Employee: paid through your payroll. Send their pay rate, and their award or EBA if they're on one. For example, Jack, apprentice, paid weekly at his award rate.
  • Internal Subcontractor (often called a subbie): works for you directly and is paid through their own invoice. Send their ABN and agreed hourly rate. For example, Apex Ducting, $55 an hour, invoices weekly.
  • External Subcontractor (such as loan labour): supplied by another company, which sends you the invoice. Send the supplying company's name and the agreed supplier rate. For example, Sam comes from Metro Labour Hire at $62 an hour, and Metro invoices Coastline.

Not sure which type someone is? Tell us how you pay them now and we'll sort it out with you. See What are employment types?

What do you need to know about timesheets and approvals?

Tell us who checks your crew's hours, who approves them, and your pay period, such as weekly or fortnightly. We set up your timesheet workflow to match.

Example

At Coastline, Dan checks his crew's hours each Friday, and Priya approves them before the weekly pay run.

What do you need to know about check-in and check-out?

Tell us your site addresses and how you want each site to check in: manual check-in with a location check, QR code check-in, or both. Automatic check-out when someone leaves the site boundary can be turned on for each project.

Example

Coastline's big commercial site uses QR codes at the gate, and their smaller sites use manual check-in.

Do you need our shift details?

Yes, if your crew work set shifts. Send your usual start and finish times and any rosters. If start times change day to day, just tell us, and you can schedule crew later.

What if our rules are different?

Tell us. If your pay, approval or check-in rules don't fit the standard set-up, we'll customise them for your business.

Who sets up what​

Who creates admin users?

Admin users can only be created on the management side, not from the app. During onboarding, our team creates them for you and shares the logins. Need another admin user later? Contact support and we'll set them up.

Can I add crew members myself?

Yes. Once your account is set up, you can add crew from the web platform at any time. Enter their name and mobile number, and choose their role and employment type. See How to create app users and onboard them.

Example

When Coastline hires a new sparky, Priya adds him in the web platform in the morning, and he's ready to check in before lunch.

What does a crew member need to do when they get the SMS?

Tap the link and follow the steps: install the Swift Checkin app, enter their mobile number and the code sent by SMS, and set a 4-digit passcode. It only takes a few minutes. Once they've joined, they can check in on site.

Can I do the whole onboarding myself?

Our team always sets up your account and admin users. After that, you can add and manage your crew yourself, or keep sending us updates and we'll do it for you.

Training and support​

Does my team need training?

Not much. Admin users get our help guides and how-to videos, which cover everything they'll do in the web platform. Crew need no training: they join from the SMS and check in.

Example

Dan watched two short videos before go-live, and showed his crew where the Check in button is on the first morning.

What support do we get?

Our support team is available 24/7 in your time zone. Support covers both your admin users and your crew, so anyone can get help if a technical problem comes up.

Who should my crew contact if something goes wrong on site?

Their site manager first, who can sort out most check-in problems on the spot. If it's a technical problem, they can contact our support team directly, any time.

Going live​

When are we ready to go live?

When your admin users can log in, your crew have joined, and your first site is set up. Most businesses start with one site, then add the rest once it's running smoothly.

What happens after onboarding?

You move on to account setup: your first check-ins and check-outs, checking hours, payroll setup and your first pay run. These are covered in Account setup.

Next steps​