How the Workspace App Works

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

Getting the App

Agoo Workspace runs on iPhone and iPad with iOS and iPadOS 26 or later, and on Android phones and tablets with Android 8 or later. The apps page has it.

Your invitation to Agoo links to that page. So do the emails Agoo sends you about your visitors, bookings and parcels, a change to your role and your scheduled reports, in a line at the end, until you've signed in to the app. In the Console, Get the apps is in your own menu.

• On Android, download Agoo Workspace from the apps page and install it: your phone asks once to allow installing from your browser. It will move to Google Play later.
• On iPhone and iPad, get Agoo Workspace from the App Store.

This page describes the app on iPhone and iPad. The Android app does the same things in the same places; On Android lists what looks or works differently there.

The app doesn't count towards your plan's kiosks and devices: it belongs to the person signed in, not to a site.

The first time you open it, a short intro shows what the app is for, in four scenes. Tap Skip at any time, or wait for Sign in at the end.

Sign In

You can't create an account in the app. New people join from the invitation their organisation sends them (see Invite your team), then sign in here.

Sign In with Google or Microsoft

If your organisation allows it (every plan, see Single sign-on), Continue with Google and Continue with Microsoft are at the top of the sign-in screen.

1. Tap the one your work account uses. Google's or Microsoft's own page opens in a sheet over the app. If you're already signed in to that account on your phone, it's offered straight away.
2. Choose your account and sign in there.
3. You come straight back to Agoo, signed in. If your account uses two-step verification, Agoo asks for your authenticator's code next, as it does after a password.

The first time, Agoo links your Google or Microsoft account to your Agoo account when the email addresses match and Google or Microsoft confirms the address is yours; Agoo emails you when it does. If the sheet closes without signing you in, nothing changes: choose again, or use your password or an email code.

If your organisation requires Google or Microsoft sign-in, a password or an email code alone doesn't open it: Home and Account show a card that says so, with Continue with Microsoft (or Google) to sign in the way it asks. As its Owner, your password and authenticator always open it.

Sign In with Your Password or a Code

1. 1

   Type your email

   Use the email address you sign in to the Console with.

2. 2

   Choose how to sign in

   • With your password. Tap the eye in the field to see what you've typed. Forgot your password? opens the Console's page to choose a new one.
   • With a code by email. Tap Email me a code. Agoo sends a 6-digit code to your address; type it in. If it doesn't arrive, Send a new code comes back after 30 seconds.
3. 3

   Two-step verification, if your account uses it

   Owners and Admins always need it, and so does everyone when their organisation (or its group) turns it on. Open your authenticator app and type the 6-digit code for Agoo. If you've lost the phone that has your authenticator, tap Lost your phone? to start account recovery in the Console.

Setting Up an Authenticator On Your Phone

If your account needs two-step verification and you haven't set up an authenticator yet, the app does it with you on the same phone, so there's no code on another screen to scan.

1. Tap Set up my authenticator.
2. Tap Open my authenticator app. Your phone opens the app you use for codes (Apple's Passwords, Google Authenticator, Microsoft Authenticator, Authy and others) with Agoo ready to add. If nothing opens, tap Copy the key and paste it into the app yourself.
3. Come back to Agoo and type the code the app shows.

From then on Agoo asks for a code from that app when you sign in, in the app and in the Console. Two-step verification explains authenticator apps and what to do when a code doesn't work.

Unlocking the App

Each time you open the app, it asks for Face ID, Touch ID or your phone's passcode (on Android, your fingerprint, face unlock or screen lock) before it shows anything. When you leave the app for more than 30 seconds, it locks again, so a quick switch to copy a code or read a message doesn't lock you out, but a phone left on a desk does.

Every 30 days, or after 14 days without opening the app, it asks you to sign in again (with your password, an email code, or Google or Microsoft, and your authenticator code if you use one), so a phone that's left unused doesn't stay signed in for ever. Your organisation may make this shorter. The lock screen has Sign out too, if you need to leave from there. Set a passcode on your phone in Settings → Face ID & Passcode: without one, the app can't lock, and what it keeps on the phone isn't protected as well.

Notifications

Agoo reaches you in the app first, the moment something needs you, and many notifications have buttons so you can answer from the lock screen. They're free on every plan.

Turning Them On

Straight after you first sign in, the app shows the notifications you'd get for your role, such as "Ama Owusu is here" with I'm coming, and asks you to Turn on notifications. Then tap Allow when your phone asks.

You don't have to. Not now first says plainly what you'd miss on this phone for your role: for example, that you'd hear about visitors by text or email instead, which can take longer, that approvals and booking requests would wait until you open Agoo or your email, that there'd be no shift reminders, and that an emergency roll call wouldn't sound on this phone. Then choose Turn on notifications or Continue without them. The app asks again after two weeks.

If you tapped Don't Allow when your phone asked, Home shows a card, "Notifications are off on this phone", with Turn on in Settings. Close it for now and it comes back every two weeks while notifications are off.

What You Get, and What You Can Do from Them

What comes depends on what you do at your organisation:

To use a button, press and hold the notification (or swipe it left and tap View or Options). Your phone asks for Face ID, Touch ID or your passcode first, so nobody can answer for you from a locked phone on a desk.

• Approve or Decline goes straight to Agoo. With no signal, the app keeps it and sends it when it's back online, as it does in the app.
• I'm coming or Ask them to wait tells reception at once: the Desk shows "Host is on the way" or "Host asks them to wait 10 min" beside your visitor (the Console says "Host is on the way"), and the visit's timeline says you replied.
• I'm safe marks you safe in the roll call straight away, as your "I'm safe" link does.
• If an answer can't go through, a notification says so ("That didn't go through", or for I'm safe, to tell your marshal), and the app says why when you open it.

Tap a notification itself to open what it's about: the visit, the booking, the roll call, Me for a shift reminder or for a change a manager made to your time (it opens that day), Your shifts when your roster changed or about an open shift, a swap or a claim, Extra time when someone in your team needs your approval, the day on Me when your own extra time was decided, Team → Approvals for leave, timesheets, a swap or a claim waiting for you, Me → Leave for news about your own leave, Me → Timesheet for your own timesheet, Me → Wi-Fi when a Wi-Fi password changed, or Manage → Reviews for a new review (it opens the review) or a pause on your page. The alerts about a waiting visitor have no buttons on the lock screen: a visitor who needs someone opens on the Desk's Needs someone (on Hosting, if you're in the team and don't work the desk), and one you're asked to see opens with Will you see them?

If you belong to more than one organisation, a notification can be about one that isn't on your phone at the time. Tapping it shows which organisation it's for and offers Switch to that organisation, then opens what it's about; the app never switches on its own. I'm safe counts straight away whichever organisation you're on. Other buttons, such as Approve, need you to switch first: a notification tells you so, and tapping it takes you to the switch.

How Agoo Decides

• The app first, then your other ways. Each notification carries a receipt your phone sends back the moment it arrives. If it doesn't arrive in time (your phone is off or out of signal), Agoo sends the same alert by your next way, WhatsApp, SMS or email, as you and your organisation chose. If it did arrive, there's no text as well.
• Quiet hours hold notifications as they hold texts, except roll calls, security holds and shift reminders, which always come through.
• Emergencies break through Focus. Roll calls come as Time Sensitive notifications, so a Focus mode doesn't hide them.
• Names on the lock screen. Notifications say who your visitor is unless your organisation has chosen to leave names out ("Your visitor is here"); you see the name when you open Agoo. To hide all previews on your phone, use iOS Settings → Notifications → Show Previews → When Unlocked.
• Shift reminders come only to the app: by default 10 minutes before a shift you're rostered on if you haven't clocked in, and 30 minutes after it ends if you're still clocked in. Your organisation sets the times, and nobody on leave is reminded.
• Roster changes come once each time your manager publishes the roster with something new or changed for you, however many shifts it touches, with their note if they added one. Without the app on a phone, the same news comes by email, with your next five shifts.
• Open shifts you can take come only to the app, once each time a roster with open shifts is published. Offers, answers and decisions about swaps and claims come to the app, or by email if you don't have it.

Choosing What Comes to the App

Account → Notifications in the app (or in the Console) lists your alerts. The app is on for each one until you turn it off; WhatsApp, SMS and email are your other ways, in your organisation's order. Shift reminders, A manager changed your time (a clock-in or clock-out a manager added for you, or a time they corrected, with their reason), and Agoo Reviews' A new review on your page and New reviews paused on your page have only The app. The five alerts about waiting visitors (a visitor needs someone, reception asks if you'll see a visitor, someone answered, someone took a waiting visitor, a visitor is booked in to see you) are listed with your visitors' alerts and don't use WhatsApp. Every alert has the same name and description as in the Console. The page also lists the phones and iPads that get your notifications (up to 10), with Remove for one you've lost or given away, and Send a test notification. See Your profile and notifications.

Home

Home greets you by name, with your organisation and role, and shows your day:

Tap a visitor or a booking to open its page, the same one as on Hosting. A visit held for a security review shows Held for security.

Your parcels shows the collection code large, with a copy button and Show this at reception; a parcel for a team says who it's for ("For Finance"). The code is only ever yours and your team's: reception never sees it. See Deliveries.

If your organisation keeps your time, Home also has a small clock card: whether you're in, and a Clock in or Clock out button (see Me: your time).

Agoo's own notices appear at the top: a maintenance window, or something your organisation needs to act on, as in the Console. When nothing is happening, Home says A quiet day so far.

If notifications are off on this phone, a card says so, with Turn on in Settings (see Notifications).

If an emergency alert is running at one of your sites and your role sees roll calls, a red banner comes first on Home: "Emergency at Ridge HQ", with how many people are safe so far. Tap it to open the roll call.

Pull down to refresh. A small pill shows whether the app is online, syncing or offline. On an iPhone, Home is one column with tabs along the bottom; on an iPad, it's a grid, and the tabs can open as a sidebar.

Working Offline

The app keeps your part of Agoo on the phone, so it opens and shows your day in a network or power cut, and it stays up to date by itself while you're online. It keeps:

• your organisation, your sites and your own details;
• your visitors and bookings that are still to come or in progress: the visits you lead, the ones you're on and the ones your team has, with who each is for;
• parcels waiting for you and your teams, with their collection codes;
• your attendance settings, shifts, your organisation's leave types and your own leave requests, your shifts on the roster for this month and next, your clock-ins a month at a time, and whether you have a kiosk PIN and which phones have your badge (never the PIN itself);
• for receptionists, security leads, guards, site admins, Admins and Owners, the visits in play at the sites you work at (only the ones your role covers, if it's limited to particular sites), who each is for and which need someone, who's clocked in there, the parcels waiting there (never their collection codes), and any roll call running, with the phone numbers of the people in it until it ends.

With no signal, you can still clock in, show your badge, see your parcels' codes, approve or decline visits, check visitors in and out at the Desk, log parcels and hand them over, and mark people safe or missing in a roll call: the app sends them when it's back online. Inviting a visitor, registering a walk-in, scanning a pass, answering Will you see them?, asking someone about a waiting visitor, writing down an answer, taking, handing over or booking in a visitor who needs someone, deciding a hold, sending an emergency alert, answering a booking, setting a PIN, saving your hours, asking for or cancelling leave, deciding leave, swaps and claims and naming a deputy, claiming an open shift, offering, taking or refusing a shift, past visitors and bookings, and everything in Manage need a connection. Your leave balances, open shifts and offers, and the Team tab show what the phone last had, with when it was updated.

The first time you sign in, Home shows Getting your day ready while it brings this to the phone. Offline, the pill says so, and the app shows what the phone last had; it catches up as soon as Agoo can be reached.

What the app keeps is in your phone's encrypted storage, only on this phone, and isn't included in backups. It's deleted when you sign out.

Account

Your Organisations

If you belong to more than one organisation, Organisations lists them. Tap one and Switch: the app brings that organisation's day to the phone and removes the other's.

Appearance

Choose Light, Dark or Same as this phone. Agoo keeps your choice with your account, so the Console looks the same.

Security

See whether two-step verification is on for you, and what opens the app on this phone (Face ID, Touch ID or your passcode). Where you're signed in lists every browser and phone signed in to your account, how each signed in (a password, an email code, Google or Microsoft), roughly where and when each was last used: swipe one to sign it out, or sign out everywhere else. When your organisation allows Google or Microsoft sign-in, Sign-in methods shows your ways in (your password, an email code, your authenticator and each Google or Microsoft account) and lets you Add Google, Add Microsoft or remove one, after you confirm it's you with your authenticator's code or a code Agoo emails you. Password and authenticators opens Sign-in and security in the Console.

Notifications

Whether notifications are on for this phone, and Account → Notifications: how each alert reaches you, quiet hours, your phones and a test notification (see Notifications).

What's New

News from Agoo, the same as the Console's announcements. Tap Mark all as read when you've seen them.

Help

• Send feedback to Agoo. Choose one of five faces, which part of Agoo it's about, and tell us more if you like. Both boxes, "Agoo may contact me about this" and "Agoo may ask to quote me", start unticked. Only Agoo's team reads it, never your organisation. See Feedback to Agoo.
• Guides opens these guides.
• Open the Console opens the Console in your browser.

On This Phone

When the app last synced, how many things are waiting to send, and whether it's online.

Sign Out

Tap Sign out in Account (or on the lock screen) and confirm. Agoo signs this phone out, stops its notifications, removes your badge from it and deletes everything it kept here. You can sign in again at any time.

If your phone is lost or stolen, sign it out from the Console (Account → Sign-in and security → Where you're signed in), or ask an Owner or Admin to sign you out everywhere. It stops working at once: the next time the app reaches Agoo, it signs out and deletes what it kept, and without your Face ID, Touch ID or passcode nobody can open it in the meantime.

On Android

Agoo Workspace on Android has the same tabs, the same screens and the same rules as on iPhone and iPad, and works offline in the same way. A few things follow Android's own ways:

• Unlocking. The app opens with your fingerprint, face unlock or your screen lock (PIN, pattern or password). Set a screen lock in your phone's Settings → Security: without one, the app can't lock.
• Turning notifications on. On Android 13 and later your phone asks once, after the app has said what you'd get. If you chose Don't allow, the app's card takes you to your phone's settings to turn them on. If you turn Agoo's notifications off in your phone's settings, Agoo stops trying the app and goes straight to your next way (WhatsApp, SMS or email).
• Buttons on a notification. Pull the notification down to see its buttons. Android shows three at most, so "Ama Owusu is here" offers I'm coming, Wait 5 min and Wait 15 min; open the visit to choose another wait.
• Kinds of notification. Your phone's settings list Agoo's notifications by kind (Emergencies, Waiting for your answer, Security, WhatsApp messages, Shift reminders and Updates), and you can choose a sound for each or silence one. Account → Notifications in the app has a row that opens them.
• Emergencies and Do Not Disturb. A roll call comes on its own Emergencies kind, as loud as Android lets an app be, and shows in full on a locked phone. Android doesn't let an app break through Do Not Disturb by itself: to let roll calls sound then, open Agoo's Emergencies kind in your phone's notification settings and turn on Override Do Not Disturb.
• A locked phone. If your phone hides sensitive notifications on the lock screen, Agoo's say "Open Agoo to see it" until you unlock, except an emergency.
• Location. When the app first checks where you are, choose While using the app, with Precise chosen.
• Tablets. On a tablet on its side, a list and what you open from it sit side by side, including your WhatsApp conversations and the one you're answering.
• WhatsApp replies. A reply or a note you haven't sent is kept on your phone for seven days, so a call or a visitor at the desk doesn't lose it. Under the reply box, the app shows what a reply counts as before you send it (1 WhatsApp message, GH₵0.09; a follow-up, 5). On the Free plan you can read your visitors' conversations, and Agoo's team answers them. See WhatsApp replies.
• Signing in with Google or Microsoft. Google's or Microsoft's page opens in a Custom Tab over the app (or your browser, if your phone has no browser that offers them), and you come back to Agoo when you've signed in. If you see a page saying Back to Agoo Workspace instead, tap Open Agoo Workspace.
• Buttons where iPhone swipes. A range of hours and a sign-in each have their own button to remove it or sign it out, and Pair a device is a button with its words, not +.

Forms from Your Organisation

When your organisation asks its staff to fill in an Agoo Forms form, Forms to fill on Me lists it. Your answers go in your name, with no code to type. A form you've opened once opens again without a signal: your answers wait on your phone and send by themselves when you're back online, never twice. Photo and file questions upload when there's a signal, and each file is checked for viruses before anyone can open it. See Fill in a Form from Your Organisation.

If you read any of your organisation's forms' responses, Form responses on Me shows how many came this week, the newest first, a form at a time if you choose, and each response in full, with sensitive answers opened only by those allowed. See Read Form Responses in Agoo Workspace.