Everyone their own login — and only what they need to see
Complys puts your whole team in one place: owners who run everything, managers who see only the sites and areas you choose, and workers on the tools with their own compliance passport.
This guide shows how to give each person their own secure login, set exactly what they can do as a simple tick-box exercise, add your workers, and — when someone wears two hats — switch between the dashboard and their own passport in one tap.
The three roles
Everyone on Complys fits one of three roles. You can mix them freely — a person can hold more than one.
Full control of everything — sites, workers, billing and settings. Owners add managers and decide who sees what.
A trusted person with their own login who sees only the sites and areas you assign. Everything else stays private to you.
Someone on the tools. They sign in to the phone app and see only their own passport — tickets, training and documents.
Give each person their own login
Sharing one login hides who did what and forces everyone to see everything. Giving each person their own login fixes both — and takes about a minute each.
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Open Team → Who can log in
From the top menu, open Team. The “Who can log in” list shows everyone who can reach your dashboard, each clearly labelled — you, owners/admins, managers, and any outside login with access.
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Add someone
Choose “Add someone who can log in” and enter their name and email. They’ll get an email to set their own password — you never share a password.
- 3
Pick their access level
Full access is an admin who sees everything, like a co-owner or office manager. Limited is a manager restricted to what you tick.
- 4
Tick what a limited manager sees
For a limited manager, tick the app areas (like Projects, Diary, RAMS) and the site sections (work reports, quotes, photos and more). They log in ready to work — the permissions are live the moment they set their password.
Add your workers and their passports
Workers are the people on the tools. Each one gets a compliance passport — a living record of their tickets, training and documents that you and they can both see.
- 1
Add the worker
Under Workers, choose “Add worker” and enter their name, date of birth and national ID number (National Insurance in the UK, PPS in Ireland). That links the passport to them.
- 2
Build the passport
Upload their tickets, training and documents, or invite them to add their own. Complys tracks every expiry and flags what’s due.
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Give them the app
Open the worker and tap “Send app invite”. They get emailed their Worker ID and a secure link to sign in.
How workers use their passport
Workers get a simple phone app that shows only their own record — nothing else about your business.
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Sign in
They sign in with their Worker ID or national ID number plus their date of birth.
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Set a private PIN
The first time in, they set a PIN, so only they can open their passport after that.
- 3
View & upload documents
They can see their tickets, training and documents, upload their own, and see what’s expiring.
- 4
Scan, sign and check in
They can scan a QR code to sign in to a site or complete a vehicle check, and sign forms you assign them — toolbox talks, inductions, handovers — right on their phone.
Owners & managers who are also on the tools
Plenty of owners and managers are also on the tools, with their own tickets and training. Complys lets one person hold both without a second login.
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Create or link your passport
On the Team page, tap “Create my worker passport” if you’re also on the tools — it makes your passport and links it to your login. You can also link any login to an existing worker passport from the same list.
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Switch in one tap
Once linked, a “My worker passport” button appears on your dashboard and a “Company dashboard” button appears on your passport. Move between them instantly — no second login, no separate PIN.
Common questions
Does every person need their own login?
What's the difference between a login and a worker?
What can a limited manager see?
Can an owner also be a worker?
How do workers sign in on their phone?
Does this work outside the UK?
Set your team up in minutes
Create an account, add your people with their own logins, and give each one exactly the access they need — free to start, no card required.
No card required · Free plan available · UK-built