Team Members
A team member is anyone who belongs to your team — staff, contractors, managers, admins. This page covers everything you do with members: inviting them, assigning roles, scoping their access, and removing them.
You manage members from Team Members in the main menu (sometimes shown as Team depending on your role).
Four ways to add members
Add individual
For one-by-one invites. Best when onboarding gradually.
Share team invite link
Generate a shareable link. Anyone with it can join.
Team Invite Code
A short code members can type in to join — useful for posters or in-person sign-up.
Bulk upload
Upload a CSV. Best when migrating from spreadsheets or another system.
Add an individual
From Team Members, tap Add individual.
You'll see a form with five tabs. The first one is the only one you need to fill — the rest are optional and can be done later.
Personal Details (required)
- First name and Last name
- Email or Mobile number — at least one is required (this is what they'll sign in with)
- Employee start date — optional, used in some pay calculations
- Date of birth — optional, used in some compliance flows
- Locations — pick one or more if you have multiple locations; leave blank for team-wide
- Roles — pick one or more from the dropdown (defaults come from your Solution)
- Skills — optional tags
- Tags — optional tags
- Pay template — picks the pay rules that apply to this member; see Settings → Pay Templates
Screenshot needed: Add individual form with the Personal Details tab open.
Documents
For Solutions that require compliance — NDIS, Construction, Hospitality — you can upload required documents (Worker Screening, White Card, Food Safety, etc.) and set expiry dates. Tommy will warn you when a document is about to expire.
You can also do this later — the member can upload their own documents from their phone.
Regular hours
Set the member's standard working pattern (e.g., "Mon–Fri 9–5"). Used for availability and overtime calculations. Optional.
Integrations
If you've connected Xero, QuickBooks, or MYOB, this tab maps the member to the corresponding employee record in your accounting software. See Integrations.
Manager Notes
Private notes visible only to managers and admins. Use for performance notes, special arrangements, or anything else you don't want the member to see.
Send the invite
At the bottom of the form:
- Send invite immediately — Tommy sends an email or SMS with a sign-up link straight away
- I will send invite later — saves the member as pending; you can invite them when ready
Tap Invite (if sending now) or Save team member (if not).
Share a team invite link
For fast bulk onboarding — induction days, casual hire events, or seasonal ramp-up — share a single link. From Team Members, tap Share team invite link. You get a URL anyone can use to join your team.
Anyone with the link joins your team as a regular member. They'll appear in your member list with whatever default settings you've configured.
Team Invite Code
A short alphanumeric code — useful when sharing a link is awkward (printed posters, in-person briefings, group chat). From Team Members, tap Team Invite Code. You get a code that members type into the Tommy app to join.
Print the code on a sign at orientation. Members enter it in the Tommy app to join your team in seconds.
Both the invite link and code grant access to your team. If you're worried about misuse, regenerate them periodically and rely on the Add individual flow for sensitive hires.
Bulk upload
From Team Members, tap Bulk upload. Tommy gives you a CSV template with columns for:
- First name, Last name
- Email, Mobile number
- Roles, Locations, Tags
- Start date, Date of birth
- Pay template
Fill it in, upload, and Tommy creates the members and queues invitations. You'll get a results summary showing what succeeded and what failed (usually due to duplicate emails or invalid roles).
Roles and permissions
Roles are labels — "Support Worker", "Site Manager", "Barista". They're how you describe what someone does.
Permissions are what someone can do in Tommy — see all shifts, approve timesheets, edit team settings.
Most of the time the role-to-permission mapping is automatic: someone tagged as a manager gets manager permissions; a worker gets worker permissions. To customise, see Settings → Permissions.
The common patterns:
| Role pattern | What they can do |
|---|---|
| Team Admin | Everything — settings, integrations, all data |
| Location Manager | Manage shifts, approve timesheets, manage members at their assigned locations |
| Regular member | View their own shifts, clock in/out, submit their own timesheets |
Editing a member
Tap any member in the list to open their profile. You can update everything you set during the invite, plus:
- View their shift history and timesheets
- View their clock-in attendances
- Reset their Kiosk PIN (for Kiosk Mode)
- Re-send their invite if they didn't receive the first one
Deactivating a member
When someone leaves, don't delete them — you'll lose their historical timesheets and shift history. Instead, deactivate them:
Open the member's profile
From Team Members, tap their name.
Tap Deactivate
Confirm the dialog. They lose access immediately.
Their data stays put
Past shifts, timesheets, and attendances remain. They'll just stop appearing in active member lists.
If they come back later, you can reactivate them — same profile, same history.
Bulk operations
From the member list, you can select multiple members at once to:
- Bulk update roles, locations, or tags
- Bulk export to CSV
- Bulk message via in-app chat or notifications
