Overview
An external worker can complete your scheduled Checklists as a named User in your Mobaro organization. Set up their account, Location access and Schedule assignment before they begin.
The standard Checklist workflow requires a signed-in User. It does not provide an anonymous public form link that anyone outside your organization can complete.
At a glance |
|
Who can do this | Super Users, or administrators with the Users, membership and Schedule permissions needed for each step. |
Where | Users › Administrate › Locations › Schedules |
Works on | Backend (web), Mobile app |
Availability | All organizations |
💡 Why this matters: Named access lets you assign the intended work and retain who completed it, while controlling which Locations the worker can access.
Prepare the account
1. Create or connect the User
A Super User or someone with Users › Create can create the account. Use the contractor’s own name and email. If the email already belongs to a Mobaro account, contact Support to arrange access to your organization; do not create another identity to bypass the existing account.
2. Choose the sign-in method
Follow the User creation guide for password or SSO setup. Confirm the contractor can use the selected sign-in method. Password Users are not automatically emailed their login details; arrange the handover through your normal process.
3. Choose only the needed permissions
Do not grant Super User access just to let someone complete scheduled Checklists. App Checklist availability depends on assignment and Location membership. Add Role permissions only for other work the contractor needs, such as managing Assignments. See how access works.
Assign the intended work
1. Grant Location membership
Make the User a member of the required Location, directly or through a dedicated User Group. Memberships add together, so inspect inherited access as well. Use Location membership for the permission-specific steps.
2. Assign the Schedule
Add the User or their dedicated User Group as an assignee on the intended Schedule. Being a reviewer alone does not make its Checklists appear in the app’s work list. Check the Schedule’s targets, time window and any required Competencies.
3. Review Result visibility
Check the Schedule’s Results visible to setting and the User’s Roles. A Role with Results › View can expose all Results at the Locations they belong to, not only this contract’s work. Location membership is not a separate contractor privacy boundary within the same Location.
Verify the working account
The contractor can sign in and select the correct organization.
The intended Checklist appears at the correct Location when its slot is available.
Other teams’ Checklists are not assigned through an inherited User Group.
The User can access the instructions and record the required answers.
A representative test Result is visible to the intended reviewer.
Verify with the contractor’s normal access, not a Super User account. Use an appropriate test Checklist and Schedule so the check does not create a real inspection record. See verifying a User’s access before their first shift.
End temporary access
Record who owns the access review and when the work ends. Location membership has no automatic end date. Remove temporary memberships and assignments when they are no longer needed; disabling the User in your organization is another option when all their work there has ended.
Review remaining responsibilities first. Use deactivating a User for disabling versus deleting and the effect on historical records. Do not delete an account merely to tidy up a completed contract.
Best practices
Use one named account per person.
Keep a dedicated contractor User Group separate from broad internal teams.
Review all inherited memberships before calling access restricted.
Set an internal reminder to remove temporary access.
Frequently asked questions
Can someone outside our organization complete a digital Checklist?
Yes, after they have a User account with access to your organization and the relevant scheduled work. An anonymous public Checklist link is not part of the standard workflow.
Does the contractor have to be in a User Group?
No. You can assign a User directly and give direct Location membership. A dedicated User Group is useful when several contractors need the same work; see User Groups.
How do I stop another department using the same Location’s Checklist?
Check the Schedule’s assignees and inherited User Groups. Sharing a Location does not by itself assign every Checklist. See access and Checklist availability.
Can I let one internal reviewer see the contractor’s Results?
Yes. Configure the intended reviewer and Result visibility, and confirm their Location access. Review any broader Results › View Role permission; see Result access.