First-time setup

The first time you sign in, the suite walks you through two short stages: securing your account (password and screen PIN), then setting up your profile (photo, contact numbers, signature). You cannot use the rest of the suite until both are done.

Each screen shows Step 1 of 2, Step 2 of 4 and so on, with the steps listed across the top. A tick marks a step you have finished.

Stage 1: Set up your account

This stage appears under the heading Set up your account right after your first sign-in with a temporary password. You also see it when:

an administrator has reset your password (you are asked for a new password only), or
your account is older than the screen PIN feature (you are asked for a PIN only).

Choose your own password

Heading: Choose your own password. “You signed in with a temporary password. Replace it with one only you know.”

Temporary password: The password you were issued and just signed in with.
New password: Your own password. A checklist under the box ticks each rule as you type: at least 8 characters, at least one letter, at least one number.
Confirm new password: The same new password again. If they differ you see “The two passwords don't match.”

Select Save password and continue (or Save password if no PIN is needed). The button stays greyed out until every rule is met.

Choose a screen PIN

Heading: Choose a screen PIN. “Six digits to unlock this screen when you step away. You will still sign in with your password - this only locks the page.”

Six-digit PIN: Type six digits into the six boxes.
Confirm PIN: The same six digits again.

The PIN rules:

Exactly 6 digits, numbers only.
Not the same digit repeated, such as 000000 or 777777.
Not a run of consecutive digits, going up or down, such as 123456, 654321 or 890123.

Select Save PIN and continue. Your PIN works on every computer and phone you sign in to. You can change it later in Profile › Security.

Your PIN never leaves your device in readable form, and it is not a password: it only unlocks the screen. See Screen lock PIN.

Stage 2: Set up your profile

Next comes a four-step guide headed Welcome, (your first name): “A few quick steps to set up your profile. Your progress is saved after each step.” If you close the browser half-way, you continue from the first unfinished step next time you sign in.

Use Continue to move on (it works once the current step is done: “Complete this step to continue.”) and Back to look at an earlier step. You can select a finished step at the top to change it.

1. Add a profile photo

“Colleagues see this beside your name. Use a clear photo of your face.”

Select Upload photo and pick a picture. JPEG, PNG, WebP or GIF up to 5MB. It is cropped to a square.
On a phone you also see Take photo, which opens the front camera.

2. Contact details

“Add a second phone number and your WhatsApp number so colleagues can always reach you.”

Second phone number: A different number from the one HR has on record. Local (0803 123 4567) or international (+234 803 123 4567) format both work.
My WhatsApp number is my phone number on record: Tick this if your WhatsApp is on the phone number HR already has.
WhatsApp number: Shown when the box above is not ticked.

Select Save and continue. Messages you may see: “Enter a different number from the one on record.” (your second phone is the same as the one on record) and “Enter a valid phone number, for example 0803 123 4567.”

3. Add your signature

“Used on memos and approvals. Draw it with your finger or mouse, or upload a photo of it.”

Draw signature opens Draw your signature. Sign in the box with your finger, pen or mouse, then select Save signature.
Upload image takes a photo of your signature on plain paper: PNG, JPEG or WebP, up to 5MB.

4. Check your record

“Make sure these details are right before you finish.” You see your Full name, Email, Staff ID, Date of birth, Phone on record, Second phone and WhatsApp. Phone numbers are partly hidden for privacy.

When you finish, your phone number and date of birth on record are locked. Only HR can change them after that. If either is wrong, stop here and contact HR before you select Finish setup.

Select Finish setup. You arrive at the home page.

After setup

Your photo, second phone, WhatsApp number and signature can be changed any time in Your profile & settings.
Your name, staff number, email, phone on record and date of birth can only be changed by HR.
You can add a passkey for quicker sign-in: see Sign in with a passkey.