We’re stoked to introduce Loaded’s Team App to you - the app your team members can use to stay connected, engaged and motivated working at your venue.
Our first version of the app is now available. Below we’ve explained what your team members can use in the Team App now. Next we'll be working on multi-site functionality, messaging and shift swapping.
Prefer to watch a live session of Loaded's Team App? Click here to view a recording.
How do I get started?
Check your Team App settings: Company Settings > Time & Attendance Tab
Is the Team App being used? Select this to include a link to download the Team App from the roster email. It’s a super easy way for your team to get started!
Pay information: select whether you want team members to see their pay information in the Team App.
Phone numbers: select whether you want team members phone numbers to display in the Team App.
Leave and availability request emails: All Loaded users with the Approval Emails permission will receive email notifications for new leave and availability requests.
Check your staff members have email addresses in Loaded:
Staff members must have their email address entered in Loaded to sign in to the Team App.
You can enter this from Team > Workforce > Staff Members > open the staff member and enter their email from the personal tab:
How do my team download and log in to the Team App?
Publish the Roster via email to your team. At the bottom of the email is a link to download the app.
Download the App: Download the Loaded Team App from your device's app store.
Log in with your email address: Enter the same email address your rosters are sent to
Enter the team access code: Included in the roster email
Check your email for the one-time passcode to enter in the app, or follow the link in the email.
Create a PIN you’ll remember. You’ll use this to unlock the app
That's it! Once your team are signed in, they'll have instant access to the roster, their timesheets, and can submit leave requests and updates to their availability.
What can my team do in the Team App?
Add a profile photo and update details
Open My Profile: click initials on the home page
Upload a profile picture by clicking on the initials circle
Enter or update name, birth date, gender, address, email, phone number and emergency contact. If a team member makes a change here, this will update their staff member record in Loaded.
View the Roster
Individual Roster: Shifts > My Shifts tab > Roster: team members can see their shifts for the week and click a shift to open the details where they’ll see their role, start time, finish time and break.
Team Roster: Shifts > Roster tab: here your team members can see the full team roster each day
View Timesheets
Shifts > My Shifts tab > Timesheets > weekly timesheets will show here once the team member has clocked out, with time clocked in and out, break(s) taken and the role.
Team members can also see their total hours worked for the week.
Request Leave
Open the Team App > Leave > Request Leave
Enter the start day and time, then end day and time of the leave request
Select the type of leave they're requesting e.g. New Zealand Annual Leave
(Optional) Add a note with the reason for the leave and upload a supporting document e.g. a doctor’s certificate if requesting sick leave
Click ‘Submit Request’
The leave request will show as Pending and users with Approval Emails permission will be sent an email notification about the request. Your team will receive an email notification once the request is approved (or declined).
Update Availability*
Open the Team App > Leave > My Unavailability > select Ongoing or One Off
Click Edit if you are updating your current unavailability, or Request Unavailability if you’re making a new request
Enter the start day and time, then end day and time that you are unavailable to work and the reason.
For Weekly Unavailability you’ll need to enter the times and reason you’re unavailable for each day of the week before you submit the request.
Click ‘Submit Request’ or ‘Request Update’
The Availability request will show as Pending and users with Approval Emails permission will be sent an email notification about the request. Your team will receive an email notification once the request is approved (or declined).
*Ongoing vs One off Unavailability:
Use ‘Ongoing’ for weekly commitments you have so you’re unavailable to work during those times e.g. tertiary study, another job or childcare.
Use ‘One Off’ for a specific day or time you’re unavailable to work for, but it won’t repeat e.g. an event, appointment or one off change to your weekly schedule.
FAQs
When do Rostered shifts show for team members in the Team App? Publish your roster from Loaded to make roster shifts visible for team members in the app.
When do Timesheets show for team members in the Team App? A timesheet entry will only show once a staff member has clocked out. Shifts do not need to be approved to show in the Team App.
What’s the difference between Leave and Availability?
Leave can be used for full-time and part-time staff who need to request leave, such as annual leave, sick leave or bereavement leave. You can include leave hours and cost in Labour cost reporting.Availability does not have a cost connected to it, and is best suited for staff members updating the days and times they are available to work.
How does Availability in the Loaded Team App work with the Availability feature in Loaded Hub? When a team member makes an availability request in the Team App, Loaded users with Timeclock & Payroll permissions will receive an email to approve or decline the availability. The availability will show as pending or approved in Loaded Hub on the roster and staff member record.
Can team members clock in and clock out for shifts on the Team App? No, staff cannot clock in and out for shifts on the Team App, only on Loaded’s Timeclock app - find out how to download and use the Loaded Timeclock.
Can team members edit, or request edits to their timesheets in the Team App? Not yet, they will need to contact their manager who can edit their timesheet in the Loaded Hub.
Can a team member access all the venues they work at on the Team App? We don’t support this yet. For now, we recommend only using the Team App for one venue.
Are there push notifications? Not at the moment, all updates and approvals will flow through email.
Known Constraints
Single venue only: currently team members can only login and use the Team App for one venue. If you operate more than one venue, your team will not be able to switch between venues within the app.
Single device only: currently team members can only log in on one device. We are working on this so will let you know when it’s possible to log in on multiple devices.
Roster Publish: Once you Publish the roster, all team members will be able to see the full team roster in the Team App, regardless of whether or not you have selected to publish the roster to the web.
Troubleshooting Tips
Where can I find the 6 digit company code? At the bottom of the roster email from Loaded, team members can find the 6 digit company code or Loaded users can also find this on their Account page.
Can’t login? Check you have the staff member created in Loaded and that they're using the same email address that their rosters are sent to from Loaded. If they're still having trouble, reach out to our support team with as much detail as you can.
Can’t see your roster? You can only see your roster once it’s been published, so check it's been published and you've refreshed the app.