Introduction
A smooth worker onboarding process helps ensure your team is ready to receive shifts, communicate with managers, and use the Nowsta Workers App before their first shift. Following these best practices can help prevent common issues with invitations, account setup, notifications, and scheduling.
Overview
Before assigning a worker to their first shift, we recommend confirming that their contact information, department, position, app access, and notification settings are all set up correctly.
Ideally, workers should complete the onboarding process before they are scheduled to work so there is enough time to resolve any issues.
How to Onboard Workers
1. Invite the Worker to Nowsta
When adding a new worker to your roster:
Add the worker to your Nowsta account.
Enter their name and contact information.
Make sure the worker's email address and phone number are correct.
Send the worker their Nowsta invitation.
Ask the worker to accept the invitation and complete their account setup.
Best practice: Confirm the worker's email address before sending the invitation. An incorrect email address can prevent the worker from receiving their invitation.
2. Verify Contact Information
Make sure the worker's contact information is accurate and up to date.
Check that:
Their name is correct.
Their email address is correct.
Their phone number is correct.
They have access to the email address and phone number associated with their account.
Accurate contact information is especially important for receiving account invitations, notifications, and other important communications.
3. Assign Departments and Positions
Assign the worker to the appropriate department and position before scheduling them.
This helps ensure that:
The worker can be considered for appropriate shifts.
Their schedule and assignments are organized correctly.
Managers can easily identify workers based on their roles.
The worker has the appropriate information associated with their assignments.
Review the worker's department and position before publishing their first shift.
4. Confirm the Nowsta Workers App Is Installed
Ask the worker to download the Nowsta Workers App from the Apple App Store or Google Play Store.
Once installed, have the worker:
Open the Nowsta Workers App.
Log in using their Nowsta credentials.
Confirm they can access their account.
Check that their schedule is visible.
Encourage workers to install and test the app before their first shift, rather than waiting until they arrive at the event.
5. Enable Notifications
Workers should enable notifications so they can receive important Nowsta updates.
Ask workers to:
Open their device settings.
Find the Nowsta app.
Make sure notifications are enabled.
Allow notifications such as banners, sounds, and badges where applicable.
Workers can receive either push notifications or SMS notifications, depending on how their account is configured. They cannot receive both notification methods at the same time.
6. Confirm the Worker Is Ready
Before the worker's first shift, confirm that they can:
Log in to the Nowsta Workers App.
View their assigned shifts.
Receive their configured notifications.
Access the information they need for their shift.
Understand how to communicate with their manager or team through Nowsta, when applicable.
If possible, complete this check several days before the worker's first shift so there is time to troubleshoot any issues.
Alternative Method
For larger teams, consider onboarding workers in batches.
You can establish a standard onboarding checklist that includes:
Worker added to the roster.
Contact information verified.
Department and position assigned.
Invitation sent.
Nowsta Workers App installed.
Worker successfully logged in.
Notifications enabled.
First shift reviewed and confirmed.
Using the same checklist for every worker can help create a consistent onboarding process and reduce missed steps.
Troubleshooting
The worker did not receive their invitation
First, verify that the email address entered for the worker is correct. Ask the worker to check their spam or junk folder as well.
If the invitation still cannot be located, verify the worker's account information and resend the invitation if appropriate.
The worker cannot log in
Confirm that the worker is using the email address associated with their Nowsta account and the correct password.
If they forgot their password, they can use the available password reset option on the login screen.
The worker cannot see their shift
Confirm that:
The worker has successfully logged in to the correct account.
They have been assigned to the correct department and position.
The shift has been assigned to the correct worker.
The shift has been published, if required.
The worker is not receiving notifications
First, confirm whether the worker is configured to receive push notifications or SMS notifications.
For push notifications, make sure notifications are enabled for Nowsta in the worker's device settings. Also check the device's internet connection and Do Not Disturb/Focus settings.
The worker has not installed the app
Encourage the worker to install the Nowsta Workers App as soon as they receive their invitation. Installing the app before the first shift gives them time to log in, enable permissions, and resolve any issues.
Important Notes
Verify worker contact information before sending invitations.
Make sure workers are assigned to the correct department and position before scheduling them.
Encourage workers to install and test the Nowsta Workers App before their first shift.
Workers should enable the appropriate notification method before they begin working.
Workers can receive either push notifications or SMS notifications, but not both.
Do not wait until the day of the worker's first shift to complete onboarding.
Encourage workers to keep the Nowsta Workers App updated to the latest available version.
Device notification settings can affect whether push notifications are received.
App updates may be released gradually, so a newly released version may not be immediately available to every worker.
A quick onboarding check before the first shift can help prevent last-minute scheduling and communication issues.
Summary
A successful Nowsta onboarding process starts with accurate worker information and continues through app installation, account access, department and position assignments, and notification setup.
By completing these steps before a worker's first shift, you can help ensure they are ready to view their schedule, receive important updates, and stay connected with your team.
Need More Help?
Please contact support@nowsta.com. We're happy to help if you have questions or need assistance with worker onboarding in Nowsta.