Choose your role below to see a complete guide to all features available to you in TeamFlow.
As an Employer you have full control — build your team, schedule projects, distribute shifts, track hours and manage subscriptions, all from your phone.
Get your team scheduled in under 10 minutes.
Register your company and set up your account
Download the TeamFlow app from the App Store (iOS) or Google Play (Android). It's free to download.
Open the app and tap Get Started. Select Employer / Admin as your role. Enter your name, email address and a password to create your account.
Type your company or organisation name. This is what your employees and site managers will see when they join.
Select the plan that fits your team size — from the free plan (up to 5 employees) to Enterprise (300+ employees). All paid plans include a 14-day free trial.
After setup, TeamFlow generates two unique codes for your company: an Employee Code and a Site Manager Code. Share these with your team so they can join. You'll find them in the My Team tab.
Invite, manage and organise your workforce
Go to the My Team tab and tap Invite. You'll see two codes:
Employees enter this code when they register in the app and are automatically added to your team.
To invite multiple people at once, tap Bulk Invite in the My Team tab. Enter email addresses (one per line) and the app will send invitation emails automatically with your join code included.
When someone joins using your code, you'll see them appear in the My Team tab with a Pending status. Tap their name to approve or reject their request. Only approved members appear in your scheduling views.
Your team list shows all active employees, site managers and contractors with their role and status. You can:
TeamFlow supports a full contractor chain — main employer, contractors, and subcontractors — all managed in one place.
A contractor who has their own employees or subcontractors registers in TeamFlow as an Employer — not as an employee. They manage their own team independently and get their own Company Code.
A contractor who works alone (independent/freelancer) registers as an Employee using the employer's employee code.
Go to Linked Organisations and enter the contractor's Company Code. Once linked, their employees appear in your team list and can be assigned to any project or schedule.
If your contractor also has their own linked subcontractors, those employees are automatically visible to you as well — no extra steps needed. TeamFlow resolves the full chain so you can assign anyone from any level to your projects.
When you download the Schedule Excel template, it automatically includes your own employees, linked contractor employees, and subcontractor employees — all clearly labelled by company name.
Create projects, assign your team and send shifts instantly
Go to the Projects tab and tap + New Project. Fill in:
After creating the project, tap Add People. Browse your full roster — own employees and contractors all in one list. Tap each person to assign them. You can assign as many people as needed, and the same person can be on multiple projects.
By default all assigned employees get the same start and end time. If some people have different hours, tap their name in the assignment list and adjust their individual times.
When everything is set, tap Send to All. TeamFlow will:
All projects appear in the Projects tab, grouped by date. Tap any project to see the full assignment list, edit details or delete the project. Deleting a project also removes any associated schedules.
Plan shifts in Excel and upload them in bulk
Go to the Schedule tab and tap Excel Template. The app downloads a pre-filled spreadsheet with all your employees and site managers already listed. Open it in Excel, Google Sheets or any spreadsheet app.
The template has these columns:
Back in the app, go to Schedule → Upload Excel. Pick your completed file. The app shows a preview with the number of entries parsed. If everything looks correct, tap Upload & Save.
After uploading, schedule cards appear at the bottom of the Schedule tab — one card per project name. Tap a card to expand it and see the full list of people. Tap Send Schedule to All to notify everyone by email and push notification.
Each schedule card shows the project name, date and number of people. Expand a card to see individual entries. Use the Delete Schedule button to remove a schedule, or Clear... at the top to bulk-delete all schedules before a chosen date.
Review timesheets, approve hours and export to payroll
Go to the My Team tab and tap any employee's name to open their timesheet. You'll see a log of every shift they've clocked, including start time, end time, break duration, kilometres driven and vehicle type.
Tap Approve next to any pending shift entry to mark it as approved. You can also tap Approve All to approve every pending shift for that employee at once.
Tap Download Report on any employee's timesheet to get a payroll-ready Excel file with all their approved hours for the selected month. You can also download a report for the entire team at once.
Set up automatic attendance tracking using GPS boundaries around your work sites.
Go to Projects & Scheduling, open a project and toggle Geofencing on. Set the work site address and detection radius (50m–500m). Employees within the boundary will be automatically checked in.
Use the radius slider to define how close an employee needs to be to trigger auto check-in. 200m works well for most sites. Larger sites may need 300–500m.
Go to Attendance to see who checked in, when, and whether they were on site. Auto check-ins are marked with an Auto badge. You can see the exact check-in and check-out times.
Go to Timesheets to approve or reject individual entries. Use Approve All to bulk-approve the current month. Approved entries are locked and included in payroll exports.
Set multipliers for weekends, night shifts and public holidays to automatically calculate paid hours.
Go to Settings → Pay Rate Rules and toggle the feature on. This enables automatic paid hours calculation for all future timesheet entries.
Choose a multiplier for each day of the week. Common settings: Monday–Friday ×1.0, Saturday ×1.5, Sunday ×2.0. You can also enter a custom value.
Set a start and end time for the night period (e.g. 22:00–06:00) and a bonus multiplier (e.g. +0.2). Hours worked during the night period will automatically receive the bonus on top of the day rate.
Once enabled, the monthly payroll export will include both Hours Worked (actual) and Paid Hours (with multipliers applied). Saturday 8h × 1.5 = 12 paid hours.
Set your region once — time format, date format and distance units adapt automatically.
Go to Settings → Region & Format. Tap your current region to open the region picker.
Select from 7 regions: Europe (24h, DD/MM/YYYY, km), USA (12h AM/PM, MM/DD/YYYY, miles), Canada (12h, EN+FR), South America (ES+PT), Asia, Australia & NZ, or Africa.
Once you select your region, the Log Hours screen will show time in the correct format — 12h AM/PM for USA, Canada, Asia and Australia; 24h for Europe, South America and Africa. Date format updates automatically too.
Payroll reports and Excel exports are always generated in the employer's language, regardless of what language each employee uses. A Romanian employee and a French employee can both log hours — the employer's report comes out in their chosen language.
Manage your plan, billing and company settings
Go to the Account tab and tap Subscription. You can upgrade to a higher plan as your team grows, or downgrade at the end of your billing period.
In the Account tab, tap Payments to see all past invoices and subscription charges.
TeamFlow supports 11 languages. Tap the language selector (globe icon) in the top-right corner of any screen to switch language. The app will remember your preference.
As a Site Manager you can see your team's full schedule, receive detailed team lists by email and approve the hours your team logs each day.
Get connected to your employer in 3 steps.
Join your company as a Site Manager
Download the app from the App Store or Google Play and open it.
Select Site Manager as your role. Enter your name, email address and a password.
Ask your employer for the Site Manager Code — a short code unique to your company. Enter it in the app to send a join request to your employer.
See everything your team is working on
The Projects tab shows all projects you've been assigned to as Site Manager. Each project card shows the date, location, start and end time, and the full list of employees assigned to that project.
The Schedule tab shows uploaded schedules distributed by your employer. Tap any schedule card to expand it and see the full team list with shift times and location.
When your employer sends a schedule or project, you receive an automatic email with:
This email arrives at the address you used to register, so you have your team list even without opening the app.
See who's working and manage their hours
The My Team tab shows all employees currently assigned to your location. You can see their name, role and whether they are active employees or from a contractor agency.
Tap any employee's name to open their timesheet. You'll see a daily log of their check-in time, check-out time, break duration and kilometres driven.
Tap Approve next to any pending shift to mark it as verified. Use Approve All to approve everything in one tap. Approved hours flow through to the employer's payroll reports.
As an Employee, TeamFlow keeps you informed about your schedule, lets you log your hours from your phone and tracks the distance you travel for work.
Get set up in under 2 minutes.
Download the app and join your employer
Download the app from the App Store (iPhone) or Google Play (Android). Search for "TeamFlow Workforce" or scan the QR code your employer shared.
Open the app, tap Get Started and select Employee. Enter your name, email address and a password to create your account.
Your employer will give you a short Employee Code. Enter it in the app to send a join request. Once your employer approves you, you'll receive a notification and have full access to your schedule and time logging.
See your upcoming shifts at a glance
Open the Schedule tab to see your upcoming shifts. Each card shows the date, project or location name, start and end time and any notes your employer included.
When your employer publishes a new schedule, you'll receive a push notification on your phone instantly. Tap the notification to open your schedule directly.
You also receive an email at your registered address every time a new schedule is sent. The email includes your shift date and a reminder to open the app for full details.
The Projects tab shows any projects you've been assigned to directly by your employer. Tap a project to see the full details including location, time and who else is working that shift.
The fastest way to record your working hours — one tap to start, one tap to finish.
Open TeamFlow and tap the Check In tab at the bottom of the screen. You'll see the current time and a large IN button.
Tap the IN button when you arrive at work. The app records your check-in time and starts counting your elapsed time on shift.
At the end of your shift, tap the OUT button. Your hours are calculated and sent to your employer for approval.
When your employer enables geofencing, the app automatically checks you in and out based on your location.
When you open the Attendance tab for the first time, the app will show you a disclosure screen explaining how your location is used. Tap Allow Location Access, then select Allow all the time in the system dialog. This is required for geofencing to work in the background.
When you enter the geofence boundary set by your employer, the app automatically records your check-in time. You'll receive a notification confirming the auto check-in.
When you exit the geofence boundary, the app automatically records your check-out time and calculates your hours for the day.
Clock in and out from your phone — no paper needed
Go to the My Hours tab and tap Log Hours. Enter:
The app calculates your total hours and any overtime automatically.
If you drove to the work site, enter the number of kilometres you travelled. Choose your vehicle type:
The My Hours tab shows a monthly summary of all your logged shifts, with totals for hours worked, overtime and kilometres. You can scroll back through previous months to review your history.
Each shift entry shows whether it's Pending (waiting for your manager to review) or Approved (confirmed). You'll see the status update once your site manager or employer approves your hours.
Request and manage changes to your schedule
If you need to change your scheduled shift, go to the Schedule tab and open the relevant project or schedule card. Tap Request Change and fill in the details of the change you need (different time, different date, etc.).
For bulk shift changes, your employer may send a Shift Change template via the Schedule tab. Download it, fill in the requested changes and upload it back — your employer and site manager will be notified automatically.