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Inviting Draft Workers to the Mobile App

Until now, you couldn't invite a worker to the CareHires worker mobile app until you'd activated them as an Off-panel worker or had them CareHires-approved. Reaching either status meant entering a large amount of compliance data on the worker's behalf — DBS, NI, right-to-work documents, certificates, work history, and references — before the worker could even log in. That's slow, and re-keying from paperwork invites mistakes at exactly the point where accuracy matters most.

Now you can invite a worker to the mobile app while their profile is still in Draft. The worker logs in and completes their own compliance details, so you're not transcribing paperwork — and your setup runs in parallel with theirs, shortening the time it takes to get them ready for jobs.

 

Before You Start

  • The worker must have an email address on their profile. Without one, the invite action won't be available.
  • The worker must be a Draft, created via Quick Add, Bulk Add, or Detail Add. The route you used determines which menu option you'll see (below).
  • Inviting a Draft worker does not activate them. Their status stays Draft until you activate or submit them in the usual way.

 

Inviting a Quick Add or Bulk Add Draft Worker

For workers created via Quick Add or Bulk Add, the three-dot menu now shows Onboard worker in place of "Activate worker":

  1. Find the worker in your worker list and open the three-dot menu on their row.
  2. Select Onboard worker. The familiar Confirm Worker Profile Activation modal opens — select Onboard to continue.
  3. Choose one of three options:
    • Activate worker and invite to the mobile — the worker becomes Active Off-panel and receives a mobile invite.
    • Invite worker to the mobile — the worker stays in Draft and receives a mobile invite, so they can log in and complete their profile.
    • Activate worker — the worker becomes Active Off-panel with no invite (the previous behaviour).

 

Inviting a Detail Add Draft Worker

For workers created via Detail Add, the three-dot menu adds an Invite to mobile app option alongside the existing actions (such as Self Assessment):

  1. Open the three-dot menu on the worker's row and select Invite to mobile app.
  2. The modal checks that the required details are present. The action button stays disabled until every required field is filled.
  3. Once all required fields are complete, the button enables as Invite worker to the mobile. Select it to send the invite.

Note: The required-field set for a Detail Add invite is different from Quick Add. If the button is greyed out, complete the outstanding fields on the profile first.

 

What the Worker Can Do in the App

Once invited, the worker receives a welcome email with login credentials. When they log in while still in Draft, they can:

  • Complete their own profile — compliance documents, certificates, references, work history, address verification, right-to-work documents, and any other outstanding fields.

Everything else is switched off until they're verified — job listings, shift acceptance, timesheets, leaves, marketplace, and payment screens are visible but non-actionable, with a short explanation that they unlock once verification is complete.

Note: Submitting details from the mobile app does not change the worker's status — they remain a Draft. Their profile entries simply flow back to you to review.

 

Knowing When the Worker Has Finished

You don't need to keep checking. When the worker submits their details on the mobile app:

  • You receive an email notification telling you they've completed adding their information.
  • A label appears on their profile in Agency Accelerator, so you can prioritise reviewing them at a glance.

 

Resending an Invite

If the worker hasn't signed in yet, open the three-dot menu on their row and select Resend mobile invite to send the welcome email again. Invites don't expire, so this is simply a nudge.

 

What Happens Next

Once the worker has completed their details, pick up your usual workflow: run Self Assessment, save the profile, and activate or submit the worker as normal. Inviting them to the app simply means the compliance data is already in place — entered by the worker, not re-keyed by you.

 

Tips for Agency Users

  • Invite early. Sending the invite as soon as you create the Draft lets the worker fill in their details while you get on with the rest of your setup.
  • Check for an email address first. No email on file means no invite — add one before you try.
  • Watch for the completion label. It's your signal that a profile is ready to review, so you're not chasing workers who've already done their part.