Adding your team

Setting up your team is simple and depends on what each person will do in Timlup. Employees use a PIN to enter the portal and complete checklists; managers log in with email and password to administer. Here’s how to create each one and how to share access with them.

Employees with PIN (no email)

Employees are the people who handle day-to-day operations: they sign checklists and record values from the portal. They don’t need an email or password, just a 4-digit PIN.

To create an employee:

1. Go to Equipo → Añadir empleado (Team → Add employee).
2. Fill in the name (required).
3. Choose a 4-digit PIN. You decide it, it’s not generated automatically.
4. Add the job title (optional).
5. Select the location (required).
6. Assign a work area if you want (optional).
7. Save the employee.

The PIN must be unique within each location. Two employees at the same location can’t share the same PIN. On the Free plan you can have up to 2 employees with PIN; on the Essential plan, up to 15.

Sharing access with them

When you create the employee, the Compartir acceso (Share access) screen opens. There you have the location portal link and the employee’s PIN, with a pre-written message ready to send via WhatsApp, Telegram or email.

You just copy the message and send it to the employee. They open the link, enter their PIN and see the day’s checklists: they check off their tasks and, when all are done, press Enviar lista (Send checklist), with their signature if the checklist requires it.

Managers with email

Managers administer from the panel: they create checklists, view Metrics and Reports, manage the team and settings. They’re created in Equipo → Añadir gestor (Team → Add manager), a button that only the Owner and Administrators can see.

To create a manager:

1. Go to Equipo → Añadir gestor.
2. Enter the name.
3. Choose the role: Administrador (Administrator) or Gerente (Manager).
4. Enter the email (it will be their login username).
5. Set an initial password.
6. Save.

The manager will receive or use those credentials to log into the panel. Unlike the PIN, the email and password are personal and not limited by location.

Employee or manager: which one is right

The rule is simple: if the person is going to complete and sign checklists from the portal, they’re an employee. If they’re going to create checklists, view metrics and administer from the panel, they’re a manager.

	Employee	Manager
Access	Portal with PIN	Panel with email and password
What they do	Completes checklists, signs, sends	Creates checklists, views metrics, administers
Who creates them	Any manager	Owner and Administrators

In practice, a location usually has few managers and many employees: if the person works on the ground, an employee with PIN is almost always the answer.

Frequently asked questions

How do I add an employee?

Go to Equipo → Añadir empleado, fill in the name, choose a 4-digit PIN, select the location and save. The job title and work area are optional.

Does the employee need an email?

No. The employee enters the location portal with their 4-digit PIN. They don’t need an email or password.

How do I share access with the employee?

When you create the employee, Compartir acceso opens. There you have the portal link and the PIN with a message ready to send via WhatsApp, Telegram or email.

What’s the difference between an employee and a manager?

The employee completes and signs checklists from the portal with their PIN. The manager creates checklists, views metrics and administers from the panel with email and password.