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.
Agoo is in early access. This page describes the feature as it ships to early-access organisations; screens are illustrative.
Everything about you lives under Account, in the menu under your name at the foot of the Console's side bar, or behind your photo or initials at the top. It has three pages:
| Page | What you do there |
|---|---|
| Profile | Your photo, your details in the directory, the Console's appearance, your organisations |
| Sign-in and security | Your sign-in email, two-step verification, your password and where you're signed in |
| Notifications | Which ways each alert reaches you, quiet hours, and your phones with the app |
Notifications shows only when you're in your organisation's directory. Your organisation decides which details you can change yourself; anything it looks after shows a lock and the words "looks after this".
On your iPhone, iPad or Android phone or tablet, Account in the Agoo Workspace app has your organisations, appearance, two-step status and Notifications (the same choices as here), and links back to these pages.
Your profile
Add or change your photo
Choose a photo
On Account → Profile, under Photo, select Add a photo (or Change photo) and choose a JPEG, PNG or WebP file. It needs to be at least 128 pixels across.
Position it
Drag the photo to place your face in the circle, and zoom with the slider or the + and − buttons. With the keyboard, the arrow keys move it and plus and minus zoom. Select Save photo.
Your photo shows wherever colleagues see you: in the Console, and in the Agoo Workspace app on your account, in the host picker at reception and among the staff on site.
A clear photo of your face works best. To take it down, select Remove.
Agoo keeps a square copy, made again from the pixels, so the location and camera details your phone stored in the file are gone. Colleagues who can see the directory see your photo in People and in your page there. A photo you replace or remove is deleted within the hour.
Your details
Under Your details:
| Field | Notes |
|---|---|
| Full name | As colleagues and visitors should see it. |
| Name you go by | Optional. Agoo greets you with it, on Home for example. Leave it empty to use your first name. |
| Pronouns | Optional, such as she/her, he/him or they/them, or your own words. Shown next to your name in People. |
| Mobile number | Where SMS and WhatsApp alerts go. Local format (024 123 4567) is fine; other countries need the code. |
| Job title | Shown in the directory. |
| Department | Shown in the directory and used in reports. |
Select Save details. If you receive visitors, keep a mobile number or an email address, so Agoo can tell you when they arrive.
By default you can change your photo, full name, the name you go by, pronouns and mobile number, and your organisation looks after your job title and department. Your organisation can change that (see What people can change about themselves).
Your place in the organisation
This part is for reading: your role, your sites, your employee ID, where Agoo writes to (your email in the directory), where texts and WhatsApp go, and whether you receive visitors. Your organisation's Owners and Admins set your role, sites and employee ID.
Appearance
Choose Light, Dark or Same as this device. Agoo keeps your choice with your account, so every device you sign in on looks the same. The sun and moon button at the top of the Console changes it too.
Your organisations
If you belong to more than one organisation, they're listed here with your role in each, and the one you're in shows Open now. Switch between them with the organisation menu in the side bar, which also lists any groups you look after and has New organisation to ask Agoo for another one with you as its Owner. Access that came from a group says so (for example, Auditor via Volta Group). To leave an organisation, ask one of its Owners or Admins to remove your sign-in; your account stays yours.
Sign-in and security
| Panel | What it does |
|---|---|
| Sign-in email | The address you sign in with and where your sign-in codes go. Change email sends a confirmation link to both your current and your new address; the change happens once you've opened both. Until then you sign in as before. |
| Two-step verification | Add an authenticator app, so Agoo asks for a code each time you sign in. Owners and Admins must use it, and so does everyone if your organisation turns it on; it's recommended for everyone. How to set it up. |
| Password | At least 12 characters (15 if you sign in with a password and no authenticator). A long phrase beats a short jumble; no mix of symbols is required. Never one from a known data breach, or built on Agoo's name, your address or your organisation's. You're never made to change it on a schedule, only if it may have leaked. |
| Where you're signed in | Every browser and phone signed in to your account: which app, roughly where, and when it was last used. Sign out any of them, or Sign out everywhere else. Earlier sign-ins from the last 90 days are listed too, with how each ended. |
How long you stay signed in
When you sign in to the Console, Keep me signed in is ticked: that browser stays signed in for 30 days, or until it's unused for 7 days, without asking for your password or your authenticator code again. Untick it on a shared or public computer, and the sign-in ends when you close the browser (after 12 hours at most). The Agoo Workspace app opens with your phone's own lock (Face ID, Touch ID or the passcode on iPhone and iPad; fingerprint, face unlock or screen lock on Android) each time, and asks for your password every 30 days, or after 14 days unused. Your organisation can make either of these shorter.
When your account is signed in to on a device it hasn't been used on lately, Agoo emails you and sends a notification to your phone, with the device and roughly where. If it wasn't you, open Where you're signed in, sign that device out, and change your password. Agoo also emails you when your password, your sign-in email or your authenticators change. Places are worked out from the internet address, so they're approximate.
When a new sign-in email is confirmed, Agoo updates your email in each organisation's directory where it was your old address, so your messages follow you. If someone else in that organisation already has the new address, the directory keeps the old one; ask an Owner or Admin to sort it out.
Notifications
Account → Notifications lists the alerts you can get, which depend on what you do:
| Group | Alerts | Who gets them |
|---|---|---|
| Your visitors | Your visitor has arrived; A visitor needs your answer; Your visitor is running late; Your visitor can't make it; Your visitor asked for another time | People who receive visitors |
| Your bookings | A booking needs your answer; New booking; Booking moved; Booking cancelled | People who receive visitors |
| Deliveries | A parcel is waiting for you; A parcel is still waiting; A parcel you logged was collected (if you log parcels) | Everyone in the directory |
| Security | A check-in is on hold | People who can see the watchlist, such as security leads |
| Your time | Your shift is starting; You haven't clocked out; Your shifts changed; Open shifts you can take; A colleague offers you a shift; An answer to your shift offer; Your swap approved or declined; Your claim for an open shift; Your extra time decided; Your leave approved; Your leave declined; Your timesheet to confirm; A timesheet reopened | People whose time is kept |
| Your team | Extra time from your team; Extra time waiting, each morning | Line managers, and people who decide extra time |
| Approvals | Leave requests waiting for you; Shift swaps waiting for you; Open shift claims waiting for you; Leave cancelled by the person; Asked to approve while someone's away; Daily summary of requests waiting; Timesheets waiting for you; A timesheet sent back to you | Line managers, deputies and HR |
| HR | Leave year end summary; A legal leave minimum changed; Every timesheet approved; Timesheets still waiting before payroll | HR, Owners and Admins |
| People and HR | A change to someone's job is waiting for you; A change you asked for is decided; Someone says a pay account change wasn't them | Approvers of job changes, whoever asked for one, and HR |
For each alert, turn The app, WhatsApp, SMS and Email on or off, then select Save notifications.
- The app comes first. If you have Agoo Workspace on a phone or iPad with notifications allowed, each alert goes there first, free, with buttons to answer from the lock screen. Your other ways follow only if it doesn't reach your phone in time. The app is on until you turn it off.
- Shift reminders come only to the app, so they have only The app: turn it off if you don't want them.
- Roster changes come to the app first, once each time your manager publishes a change for you, and by email if you don't have the app. So do offers of a shift, answers to yours, decisions on your swaps and claims, and a manager's decision on your extra time. Open shifts you can take come only to the app.
- Extra time from your team comes only to the app, once per person and day, and waits for your quiet hours. Extra time waiting, each morning is an email at 08:00 while some is still waiting for you.
- Your pay account was changed isn't in the list: it's a security notice that always comes by email and to the app, whatever you choose, so you can say This wasn't me if you didn't make the change. See Pay accounts.
- Leave comes to the app first: requests waiting for you, and the answer to your own, with an email instead if you don't have the app. Approvers also get one email a day listing what's still waiting (Daily summary of requests waiting), unless they or your organisation turn it off.
- Timesheets come once a period, never one per timesheet: to you when yours is ready to confirm, sent back or reopened, and to approvers when a period ends with timesheets waiting, then every two working days while some still wait. Every timesheet approved and Timesheets still waiting before payroll are emails to HR and Owners.
- Each alert keeps at least one way to reach you, so you don't miss it. Until you have the app on a phone, keep WhatsApp, SMS or email on for each.
- WhatsApp is used only when you turn it on. Email and SMS are on until you turn them off.
- Agoo tries your chosen ways in your organisation's order, WhatsApp first unless it chose otherwise, moving on if one fails or, if your organisation chose, isn't delivered in time.
- Until you save, you get your organisation's defaults, and its quiet hours if it set any. Once you save, your choices stay yours.
- Texts and WhatsApp go to your mobile number, and emails to your email in the directory. If either is missing, the page says so and links to your profile.
Your organisation's plan and settings still apply: WhatsApp isn't on the Free plan, and messages use your organisation's allowance. See Notifications.
Your phones
Your phones lists each iPhone, iPad or Android phone or tablet where you're signed in to Agoo Workspace with notifications on, and when it was last used. Up to 10 can get your notifications.
- Remove a phone you've lost, sold or given away. It stops getting your notifications at once; signing in to Agoo on it again turns them back on.
- Send a test notification to check your phones get them. You can send one a minute.
- Signing out of the app stops that phone's notifications, and a phone the app was deleted from drops off the list by itself.
Quiet hours
Turn on Use quiet hours and choose From and Until, such as 21:00 to 07:00. Alerts that arrive in quiet hours wait and reach you when they end. The times are on the clock of the site the alert is about.
Roll call always comes through
Roll call's "Are you safe?" message ignores quiet hours and your choices on this page. Security holds ignore quiet hours too, because someone is waiting at the gate, and so do shift reminders. Other alerts wait until quiet hours end.
Scheduled reports
If your organisation sends you a scheduled report (a daily or weekly email of visits), it's listed under Scheduled reports. Turn a report off to stop getting it, and on to get it again. The link at the foot of each report email opens this page.