Invite a worker

Set up a worker and send their login invite.

Last updated · 10 November 2026

You add a worker by inviting them. This creates the worker record and their login, and emails them a link to set a password. The fields you see depend on the operational role you pick.

Open the invite drawer

Go to Workforce›Workers and select Invite worker at the top right. The form opens in a side drawer.

Fill in who they are

Choose Operational role first so the form shows the fields for this person. Then enter their identity and contact details. Fields marked with a red asterisk are required.

Personal Information

Field	Required	Notes
First name	Yes
Middle name	No
Last name	Yes
Email	Yes	The invite is sent here.
Phone	Yes	Australian format.
Operational role	Yes	Sets the account type, below.

Address is required. Start typing and choose the match, or select Enter address manually to set the street and state by hand.

The operational role decides what the worker can do:

Support worker: delivers support and uses the OneForce Care mobile app. Cannot sign in to the office web app.
Provider: signs in to the web app and sees only the screens their access role allows. Pick an Access role, or create one. Offered to owners and admins.
Admin: manages office work across the workspace. Owner-only controls, including Features and Integrations, remain restricted. Offered to owners only.

1Choose the role first so the relevant support-worker fields appear.
2Use the identity of the person you intend to invite.
3The invitation will be sent to this address only after Send invite.
4Phone is required here; the example uses a reserved fictional number.
Unsent Casey Bell invitation draft selects Support worker and uses example contact details; Send invite is not selected and no worker is created.

Add support worker identifiers

When the role is Support worker, three more sections appear below.

Field	Required	Notes
ABN	No	11 digits, checked against the ATO format.
NDIS Worker Screening ID	Yes	Enter the ID as issued.
Working with Children Check number	No	State formats accepted.

Choose the required Employment type for a support worker. Under Travel, set the Default travel vehicle (Standard vehicle, or Modified vehicle or bus), Worker Vehicle Type, and Worker travel pay using Provider travel time. You can change these defaults later on the Details tab, including while Payroll is switched off.

A fourth section, High Intensity Support Skills, appears only while your workspace has High intensity skills warning switched on under Account›Features. With the gate off, the drawer stops at Travel and Address. When it is on, tick the competencies this worker is signed off for under Recorded competencies. There are nine:

Complex bowel care
Enteral feeding and management (PEG)
Severe dysphagia / mealtime management
Tracheostomy management
Ventilation
Urinary catheter management
Complex wound management
Epilepsy and seizure management
Subcutaneous injections

An info icon beside Recorded competencies explains what they are for: when the high-intensity gate is on, a worker with none of these recorded is flagged if you put them on a high-intensity shift. Leave them all unticked if the worker does not deliver high-intensity supports.

Send the invite

Select Send invite. The worker is created and emailed a link to set their password.

If an invite was just sent to that email, the button shows a short countdown (“Resend in …”) before you can send another.

Note

Compliance, payroll and availability are set later, on the worker profile tabs. The invite just gets the worker set up and signed in. Next: the worker profile.

Tip

Adding several workers at once? Bulk import workers fills them in from a spreadsheet instead. Newly created workers are sent login invites after the import; failed invitations are listed so you can retry them.

Review a support-worker invitation

For example, when inviting a casual worker who uses their own ordinary car, choose Support worker, then Casual, Personal and Standard vehicle. Personal describes who owns the vehicle; Standard vehicle describes the transport vehicle category. Select Provider travel time only if it matches the worker’s employment arrangements. These are defaults for later travel records, not a travel claim or allowance approval.

Check the recipient email with the worker before Send invite. Sending creates a record and sends an email immediately. After success, open the saved worker and review Details, Access and the named readiness alerts. If you only meant to inspect the form, use Cancel.

What the new record means

The worker record starts Active. This is separate from the login invitation and the readiness alerts. Invited access still needs the recipient to complete setup, and an Active worker can still need compliance, availability or payroll information before rostering. Check the invite result and the saved worker before retrying after an error. Do not import or invite the same person again just because the email has not arrived; check the email and use the existing record’s invitation recovery controls.