Overview
A saved User account is the starting point for onboarding. Before a colleague’s first shift, confirm that they can sign in, find the right Location and see the work they are expected to complete.
Use this guide as a final access check after creating the account. Keep the setup instructions in creating Users as the home for account creation.
At a glance |
|
Who can do this | Super Users or Users › Create; membership changes require access to the relevant User Group, Role or Location. |
Where | Users, User Groups, Locations and Schedules |
Works on | Backend (web) |
Availability | All organizations |
💡 Why this matters: Checking one real work journey exposes missing memberships or assignments before the colleague needs to use them during a shift.
Confirm the intended account
1. Check the identity and organization
Search for the person’s existing account before creating another. Confirm their email and active organization. If an account already exists elsewhere or is managed by your identity or HR system, coordinate with the account owner or Support.
2. Confirm the sign-in route
Agree whether the person uses a Mobaro password or company single sign-on. Ask them to complete the appropriate sign-in flow themselves. If they cannot sign in, use sign-in troubleshooting before changing work permissions.
Check access in layers
Layer | Confirm before the shift |
Role | The person can perform the actions their job requires. |
User Group | They belong to the team or teams through which work and access are assigned. |
Location | They have direct or inherited membership for the places where they work. |
Schedule | They are included in the intended assignees, directly or through a User Group. |
Competency | Any required training or qualifications are in place. |
A Role and a User Group serve different purposes. A Role supplies permissions; a User Group can supply shared memberships and work assignments. Location membership is a separate check. See how access works in Mobaro.
Use Direct Memberships and Inherited Memberships to understand where access comes from. If you cannot edit the memberships in the User editor, follow changing User memberships from the correct editor.
⚠️ Heads-up: A manager’s or Super User’s view is not the new colleague’s view. Confirm the work with the affected account rather than assuming that your own list proves their access.
Test the first work journey
1. Find the Location
Have the colleague open Mobaro and locate the intended workplace. If it is absent, review Location membership. Avoid broadening a Role just to compensate for a missing Location membership.
2. Find the expected Checklist
Confirm the Checklist is scheduled for the correct time and Location and assigned to the colleague or their User Group. If it is missing, use missing Checklists in the app.
3. Check review duties separately
If the colleague will review work, test the relevant reviewer setup and permissions separately. Completing a Checklist, validating a Result and handling a Missing Result are different actions. Use approving or rescheduling missed Results for that specific responsibility.
Finish the handover
Show the colleague where to find their Profile settings and how to report a problem with a specific Checklist, Schedule or Location. User preferences and organization-wide app rules are different; see Profile settings in the app and organization App Settings.
Use an appropriate test workflow when practice requires submission. Do not complete an operational inspection merely to test access.
Best practices
Check a representative work journey with the actual User.
Assign access through the team structure you intend to maintain.
Record the exact missing page or action when escalating an onboarding issue.
Frequently asked questions
Can I create a User without putting them in a User Group?
Yes. However, they still need the relevant permissions, Location access and work assignments. A User Group is often the simplest way to maintain shared team access; see User Groups.
Can new Users change their own app settings?
Users can change the personal settings available in their Profile. Organization-wide App Settings and area-availability rules are managed separately. See Profile settings.
Why can a new User complete work but not approve Missing Results?
Those are separate responsibilities with separate access requirements. Check the permissions and workflow in approving or rescheduling missed Results.