Invite your team
Add people one by one or from a CSV file, put them in teams, and choose the right role for each person.
Agoo is in early access. This page describes the feature as it ships to early-access organisations; screens are illustrative.
Everyone who receives visitors, works the front desk, guards a gate or clocks in needs to be in your directory, Console → People. This page covers adding people, importing them in bulk, teams, roles and signing in with Google or Microsoft.
Before you start
Your plan sets how many people can use Agoo:
| Plan | Hosts and staff users | Admin seats | Staff on attendance |
|---|---|---|---|
| Free | 5 | 1 | 10 |
| Starter | 20 | 3 | 25 |
| Growth | 100 | 10 | 100 |
| Pro | Unlimited | Unlimited | 300 |
| Enterprise | Unlimited | Unlimited | Volume priced |
Admin seats are for people with the Owner, Admin or Site admin role, whether they've accepted their invitation yet or not. HR doesn't take an admin seat. Staff on attendance counts people with On attendance turned on. See Plans and limits.
Add one person
Open the directory
Go to Console → People and select Add person.
Enter their details
| Field | Notes |
|---|---|
| Full name | As visitors would search for them: "Kwame Mensah". |
| Their work email. Needed to sign in: invitations go by email. Also used for email notifications. | |
| Mobile number | Used for SMS and WhatsApp alerts. Local format (024 123 4567) is fine; Agoo stores it as +233 24 123 4567. |
| Department and job title | Shown in the kiosk's host search ("Treasury · Level 4"), so visitors pick the right Kwame. |
| Sites | The sites they work at. Kiosks at those sites can find them. |
| Role | What they can do when they sign in. See Roles. Leave it as Doesn't sign in for someone who only receives visitors. |
| Receives visitors | Puts them in the kiosk's host search and lets them invite guests. On by default for hosts and above. |
| On attendance | Lets them clock in and out, and includes them in attendance reports. |
| Works the gate | Lets them sign in on gate devices with their own PIN, even without an Agoo account. Gate roles can anyway. See Signing in at the gate. |
| Employee ID | Optional. Payroll files match people on it (Pro and above); also useful on staff cards. |
| Manager | Optional. Their line manager, who sees their attendance and leave. See Line managers and HR. |
| Started on | Optional. Their first day. Leave in their first year counts from it. |
| Employment type | Permanent (the default), temporary, casual or part time. |
| Contracted hours a week | Optional, such as 37.5. For part-time people without a roster. |
Send the invitation
Select Save and invite. Agoo emails them a link to set up their account, which works for 7 days. The same email points them to the Agoo Workspace app for their phone. Until they accept, they show as Invited in the directory.
To add them now and invite them later, select Save, invite later: they show as Not invited yet until you select Send invitation on their page. From their page you can also send the invitation again (with a new link; the old one stops working), change its role, or withdraw it.
What each person does next
- Owners, admins, HR, receptionists, security leads and auditors sign in to the Console at app.agoohq.com.
- Hosts, employees, receptionists and guards install the Agoo Workspace app on their phone and sign in with the same email. Their invitation links to it, and so does the apps page. Hosts should allow notifications, so arrivals reach them instantly.
- Guards working at a gate use a device in guard mode, which is paired by an admin.
Once they sign in, people can add a photo, the name they go by and their pronouns, and choose how alerts reach them, in Account. See Your profile and notifications.
Import people from a CSV file
Use a CSV import to add many people at once, or to update details in bulk. CSV import is included on Growth and above (and during the Growth trial).
Download the template
Go to Console → People → Import CSV and select Download template. Open it in Excel or Google Sheets.
Fill in one row per person
| Column | Required | Example | Notes |
|---|---|---|---|
full_name | Yes | Kwame Mensah | |
email | Yes | kwame.mensah@voltabank.example | Used to match existing people: a known email updates that person. |
phone | No | 024 123 4567 | Ghanaian numbers can be local; others need the country code. |
role | Yes | Host | One of the role names in the table below, or none for someone who doesn't sign in. |
sites | Yes | Ridge HQ; Tema Branch | Site names exactly as in Console → Settings → Sites, separated by semicolons. |
department | No | Treasury | New departments are created for you. |
job_title | No | Head of Treasury | |
receives_visitors | No | yes | yes or no. Defaults to the role's default. |
on_attendance | No | yes | yes or no. Defaults to no. |
employee_id | No | VB-00412 | |
manager | No | esi.darko@voltabank.example | Their line manager's email or employee ID: someone already in People, or earlier in the file. |
started_on | No | 2024-03-01 | Their first day, as YYYY-MM-DD or DD/MM/YYYY. |
employment_type | No | permanent | permanent, temporary, casual or part time. Defaults to permanent. |
contracted_hours | No | 37.5 | Hours a week, from 0.5 to 80. Leave empty for full-time staff on the standard week. |
Save the file as CSV (UTF-8).
Upload and check the preview
Upload the file (up to 500 people at a time). Agoo shows a preview: how many people will be added, how many updated, and any rows with problems (a missing email, an unknown site name, a number that isn't a phone number). Fix the problems in your file and upload again, or skip those rows.
Choose whether to send invitations
Choose Import and invite to send everyone with a role their invitation now, or Import only, invite later to send them from each person's page when you're ready. Importing only is useful when you want to set up the directory before launch day.
An import never changes the role of someone who already signs in, and doesn't give back a sign-in you removed: do those on the person's page.
Check your limits first
If the file would take you over your plan's limit for hosts and staff users or staff on attendance, the preview tells you before anything is imported.
Sign in with Google or Microsoft
On every plan, Free included, at no extra price, your team can sign in with their Google Workspace or Microsoft 365 work accounts (in early access: in the Console now, in Agoo Workspace next):
- Invite people as usual. Their invitation page offers Accept with Google or Accept with Microsoft when the account has the invited email address.
- Go to Console → Settings → Security → Sign in with Google and Microsoft to choose which providers count, whether personal accounts may be used, and which Google Workspace domains and Microsoft organisations are allowed.
- When everyone has signed in this way, you can turn on Require Google or Microsoft sign-in. Your Owner always keeps their password and authenticator.
People still need to be in Console → People before they can sign in; single sign-on decides how they sign in, not who is in the directory. More detail, including SAML, is in Single sign-on.
| What | When | Plan |
|---|---|---|
| Google and Microsoft sign-in, and requiring it | Now | Every plan |
| Directory sync (people added and removed from Google or Microsoft automatically) | Planned | Confirmed when it ships |
| SAML single sign-on and SCIM provisioning | Planned | Pro and Enterprise |
Teams
A visitor often comes for a group, not one person: Admissions, Accounts, the Head Teacher's Office. In Console → People → Teams, Owners, Admins and Site admins put people into teams, choose a lead, and say whether visitors may choose the team. From departments makes teams from the departments already on people's profiles, in one step, and only the ones you tick. Teams are on every plan and count against nothing.
On a person's page, Visitors go through their office sends a walk-in who asks for them to reception, their assistant or a team first, and a switch leaves them out of the names visitors can search. See Who a visit is for.
What people can change about themselves
People keep their own details up to date in Account → Profile. You decide which ones, in Console → Settings → Organisation → What people can change about themselves. Only the Owner and Admins can change this.
| Detail | Open to people by default | Notes |
|---|---|---|
| Photo | Yes | Shown in the directory |
| Full name | Yes | As colleagues and visitors see it |
| Name they go by | Yes | Agoo greets them with it |
| Pronouns | Yes | Shown next to their name |
| Mobile number | Yes | Where their SMS and WhatsApp alerts go |
| Job title | No | Shown in the directory and on badges |
| Department | No | Used in the directory and in reports |
Tick or clear each one and select Save. A detail you don't tick shows on their profile with a lock, and they ask an Owner or Admin to change it. Role, sites and employee ID are always yours to set.
Owners, Admins and Site admins can change anyone's details and photo, whatever you choose here: open the person in Console → People, then use Photo (Add a photo, Change photo or Remove) or edit their details.
About photos:
- Agoo re-makes each photo as a square JPEG when it's uploaded, which removes location and camera details from the file.
- Only people signed in to your organisation who can see the directory see photos, and each person sees their own.
- A replaced or removed photo is deleted within the hour, and a person's photo is deleted when they're deactivated (they add a new one if they come back). A legal hold on the person or the organisation keeps it until the hold is lifted.
- Photos still kept are in the full organisation export.
Each change is recorded in the audit trail, under People and Organisation: Person updated (with the details changed, and whether the person changed their own), Person photo updated, Person photo removed, Person notifications updated and Organisation profile fields updated.
Roles
Every person has one role. On Growth and above, you can also limit a role to certain sites, so a Tema Branch receptionist only sees Tema Branch.
| Role | Uses | Can | Can't |
|---|---|---|---|
| Owner | Console, Workspace | Everything: settings, people, devices, billing, transferring ownership and closing the organisation. One per organisation. | Nothing is off limits |
| Admin | Console, Workspace | Everything except billing ownership and closing the organisation: sites, forms, branding, notifications, devices, people. | Transfer ownership, close the organisation |
| Site admin | Console, Workspace | What an Admin can do, for their own sites only (Growth and above). | See or change other sites, organisation settings |
| HR | Console, Workspace | People's records, attendance at every site, the attendance rules, leave and timesheet approval, and payroll files (Pro and above). | Give roles, see visitors, change billing, security or settings |
| Receptionist | Console, Workspace | Check visitors in and out, invite visitors for any host, see the on-site register, log parcels and hand them over, start an emergency alert (and print badges, when that arrives). | Change settings, people or devices |
| Security lead | Console, Workspace | Everything a receptionist can do, plus manage the watchlist, run roll calls, see the audit trail for their sites, and manage guards. | Change billing, branding or forms |
| Guard | Kiosk (guard mode), Workspace | Scan passes, check people in and out at the gate, log vehicles and parcels, call or WhatsApp hosts, start an emergency alert. | Use the Console |
| Host | Workspace, Console | Invite their own visitors, approve or decline arrivals, manage their bookings and booking page. | See other hosts' visitors |
| Employee | Workspace | Clock in and out, see their own attendance and leave. | Invite visitors (unless Receives visitors is on) |
| Auditor | Console (read-only) | Read reports, the visit history and the audit trail. | Change anything |
Being someone's line manager isn't a role: set it on their page, and the manager sees their team whatever their role. See Line managers and HR.
Custom roles, where you choose permissions one by one, are part of Pro and Enterprise and are planned. Enterprise adds custom approval chains. The full permission list is in Roles and permissions.
Change someone's role or remove them
Open the person in Console → People.
- Change role changes their role, and on Growth and above the sites it applies to. It takes effect straight away: if they're using Agoo, it catches up on their next click. Agoo emails them to say so.
- Remove sign-in stops them signing in but keeps them in the directory, so visitors can still choose them as a host. Agoo emails them. You can restore it later with the same role.
- Deactivate is for someone who has left. Their Left on date is set to today unless you've already filled it in. They can no longer sign in, they disappear from the kiosk's host search, any invitation stops working, and their places on your plan are freed. Their past visits, approvals and clock-ins stay in your records and the audit trail. You can reactivate them, which gives back their sign-in.
Nobody can change their own access, only the Owner can make someone else the Owner, and only Owners and Admins can give someone the HR role or change it.
Transfer ownership
The Owner can hand the organisation to someone who already signs in. Open them in Console → People, select Make [their name] the Owner, choose the role you'll keep, and type your organisation's name to confirm. The new Owner controls the plan and billing; Agoo emails you both. Owners must use two-step verification, so Agoo asks the new Owner to set it up if they haven't.
If the Owner has left or can't be reached, nobody else can do this. Contact Agoo for an Owner handover: it needs evidence and gives the Owner and Admins 72 hours to stop it.
Organisation and sites
Set up your organisation profile, sites, gates, zones, time zones and opening hours, and understand the Free plan and the Growth trial.
Your profile and notifications
Add your photo, change the name you go by and your contact details, choose how Agoo tells you things, and keep your sign-in safe.