How Managing Your Team Works in the Workspace App

This guide explains how it all fits together. For one job at a time, the short articles in this topic have the exact steps.

Team: Your People

Team is for anyone with people reporting to them, anyone who covers approvals for someone, and HR. Its tab appears when you have one of these. Today and the calendar show only the people who report to you, directly or further down; Approvals shows what's waiting for you, including what's waiting for HR if you're HR.

Approve with a swipe. Swipe a request right to approve it, or left to decline it, or tap it to see the days, the balance before and after, who else in your team is away then and the shifts it covers. Decline asks for a reason, which the person sees; maternity and sick leave can't be declined. If someone else decided it first, the app says so and refreshes. The phone confirms each one with a light tap.

Timesheets wait here beside leave when a period ends, each with the person's totals and what's left to fix. Swipe right to approve one; if something's left, such as a missing clock-out or extra time to decide, the app says what instead. Send back asks for a note, and the timesheet goes back to the person or the first approver. Approving the last step locks it. See Timesheets and payroll.

Swaps and claims wait here beside leave, on Growth and above: a swap shows both people and the shifts changing hands, a claim the person and the open shift, each with any warnings from the Labour Act's rest rules. Swipe to approve or decline them in the same way; declining asks for a reason both people see. See Rosters.

Private kinds of leave, such as sick or maternity leave, show as Away to managers here and everywhere else: you see the dates and the days, never the kind or the balance. HR sees what it is.

Name someone to cover for the days you're away: in Cover, tap Name someone, choose who covers and the first and last day (a year at most), and add a note for them if you like. While the dates run, they can decide what's waiting for you, and they're told when you name them. Tap End to stop early: what's waiting comes back to you at once. HR can name cover for anyone. If you're on approved leave and haven't named one, your requests go to your own manager, then HR, until you're back.

Deciding and naming a deputy need a connection. On an iPad or an Android tablet, the list and the request you open sit side by side. See Leave and Line managers and HR.

Manage: Your Organisation On the Move

Manage is for looking after your organisation away from a computer. Its tab appears when your role allows at least one part of it, and each part follows the same permissions as the Console: Owners and Admins see them all, and other roles see the parts theirs allows. Setting things up (sites, forms, branding) stays in the Console.

The tab opens on a tile for each part, with a line about it ("2 of 3 online", "412 scans in 30 days") and a red count when something needs you, such as a device that's offline. On an iPad, the parts are a list beside the one you have open.

People

The directory, with Active, Invited and Removed, and a search by name, email or phone. Tap someone to see how to reach them (Call, WhatsApp, Email), where they work, whether they receive visitors and are on attendance, and how they sign in: their role, where, when they last signed in and whether two-step verification is on.

If you manage people, you can also:

• Add someone to the directory, and invite them to sign in with a role and sites;
• Change role or sites, which applies at once and emails them, as in the Console;
• Remove access (they stay in the directory) or give it back;
• resend or withdraw an invitation;
• Remove from the directory.

The same rules as the Console apply: what you can't change there, you can't change here.

Devices

Every kiosk, guard phone and clock-in device, with how many are online, offline (not seen for 15 minutes) or low on battery (20% or less, unplugged). Tap one for its health (last seen, last synced, battery, network and app version) and to rename it, switch it between Kiosk, Guard mode and Clock-in, choose its entrance and, for a kiosk, its welcome buttons. Devices pick up a change within a minute when they're online.

To pair a new device, tap +, choose what it does and where, and tap Get the pairing code. Your phone shows the QR code and the code, with a countdown: in the Kiosk app, tap Scan the pairing code and point it at your phone (see Pair a kiosk). Unpair frees its place on your plan and wipes it the next time it connects.

Reports

Visitors at your sites over the last 7 days, 30 days or 90 days, for all sites or one: visits (and the change on the period before), visitors (walked in or invited), no-shows and the typical stay; visits by day, the busiest times, and the visits by site, by visitor type and by host. Share sends the report as a PDF, an Excel spreadsheet or a CSV. If you manage settings, your scheduled reports are listed with a switch to turn each on or off.

QR Codes

Your organisation's codes with their scans over the last 30 days: All, Mine, Tracked and To approve. Tap a code for its scans (how many, how many people, all time, by day), what it points to and who made it, and to:

• share it, or share its image to print or send;
• Change where it goes, for a tracked link: the printed code stays the same;
• Pause it, or turn it back on.

Quick Switches

The few things worth changing from a phone, which apply straight away:

• Self check-in from posters for each site: on, visitors scan the check-in poster and check themselves in on their own phone; off, the poster sends them to reception.
• Kiosks: close a kiosk for now, with a note if you like ("Back at 2 pm"), and open it again; and its welcome buttons. A closed kiosk says Closed for now with your note and sends people to reception. Guard phones and clock-in devices aren't closed this way.

Reviews

Your organisation's page on Agoo Reviews, for whoever can see it in the Console's Feedback → Public reviews (Owners, Admins, site admins and auditors). The tile says your score and how many reviews wait for a reply ("4.3 · 2 waiting for a reply"), with a count for whoever can reply.

• Your page: the score, drawn as a ring, with how many reviews it's made from, the spread of stars and how many came in the last 30 days. Share sends your page's address. When Agoo Reviews has paused new reviews during unusual activity, a note says until when; your reviews and score don't change.
• All, Waiting and Low: the latest reviews, newest first, each with its stars, the reviewer's public name, the branch and where it stands (Waiting for a reply, Replied, Reply being checked by a moderator, Reply removed, Flagged). Pull down to refresh; Show older reviews goes further back.
• A review shows everything readers see, with its label (such as Verified visit), when the visit was and your reply in its own panel. Reply (or Change your reply) opens the box with the review above it: up to 3,000 characters, with the same guidelines as the Console. At places that get extra care, a moderator reads replies before they appear, and the app says so. Flag for a moderator asks for one of the published reasons and what a moderator should look at (10 to 2,000 characters). A flag never hides a review.
• Site admins answer the reviews at their own sites' branches; for the others, the review says who answers them. A reply a moderator removed can't be changed.

Replying and flagging are free on every plan, need a connection, and are in your organisation's audit trail, as from the Console. Nothing here changes your score or the order of reviews.

Billing

Your plan and when it renews, what's used of it this month (visitors, sites, devices, SMS and WhatsApp), your wallet and your invoices, for whoever can see billing. It's read only: nothing here charges you or changes the plan. If your organisation pays only by invoice, it says Invoice only: your organisation is invoiced directly by Nkonso, and the invoices come to your Owners by email. A complimentary period from Agoo shows when it ends.

Activity

The audit trail, newest first, in the same words as the Console's: who did what, where and when. Choose Visits, People, Access, Devices and more, search by who did it, and tap Show older to go back. It shows how long your organisation keeps it ("Kept since 9 Oct 2025").