Enter their email above and I’ll remind you to reuse it in every step — it’s what links Square, 7Shifts, the hub login, and their training together.
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1Add them in Square
Square is where they clock in and how they get paid. Add them as a team member, set pay type and permissions, and assign your location so time tracking turns on. They get an invite to the Square Team app.
Steps in Square
- Square Dashboard → Staff → Team → Team members → Add team member.
- Enter first & last name and their email, then Next.
- Set job title and pay type (hourly), then Next.
- Choose a permission set (or create one) → Next.
- Assign your location and Save — this enables their timecard.
- Create their passcode, review, Done. Square sends the Team-app invite.
Reference: Square — Add & manage team members. Confirm the exact permission set / location you use.
2Add them in 7Shifts
7Shifts is scheduling and availability. Add them, assign location / department / role so they land on the right schedule, and send the invite so they can see shifts and set availability.
Steps in 7Shifts
- Team (left nav) → Add Employee (top right).
- Enter first & last name and their email (becomes their login).
- User type = Employee.
- Assign location + department (controls which schedules they appear on).
- Assign their role(s) and enter wage if you track labor cost.
- Check Invite Employee to 7shifts → Save and Send Invitation.
Reference: 7shifts — Add a new employee & send invite. Invite links expire in 5 days; resend if needed.
3Create their hub profile (Invite User)
On the hub, open Invite User and enter their name, email, phone, and role (Team Member or Trainer). Click Send Invite.
Handled automatically: this saves their profile and registers them for team messaging — they’ll start receiving broadcasts on the Messages page. No database step needed.
4Send the password invite (Netlify Identity)
The invite form saves their info but doesn’t send the email. In Netlify Identity, click Invite users and enter the same email. They get a link to set a password.
When they accept, their name, phone, and role attach automatically. Nothing more to do here.
Same email matters: if it doesn’t exactly match what you typed on the invite form, their name/phone/role won’t attach.
5Enroll them in training (add to a cohort)
Open Training Cohorts, pick or create a cohort (e.g. by start date), then Add member with their email.
Adding to a cohort auto-assigns the current new-hire units (M1–M3). They see only what’s assigned, unlocking in order. Adding never removes existing assignments.
Order matters: their account must exist first — do this after they’ve accepted the Netlify invite, using the exact same email.
+Make them a trainer or admin
Trainer can be set on the invite form. To grant admin (or add trainer after the fact): Netlify Identity → click the user → edit app_metadata to
{"roles": ["admin"]}. Takes effect on their next login.+Partial / reduced training track
If someone should get only part of the curriculum (a rehire, or front-of-house only), note that a cohort currently assigns the full M1–M3 set — there’s no subset picker in the UI yet. Flag it and trim manually, or ask me to add a subset-assign option.
Reference — what each hub role sees
| Role | How it’s set | Hub access |
|---|---|---|
| Team Member | Default (no special role) | My Training, Production Entry, Messages |
| Trainer | Role on invite form, or app_metadata.roles | + Hiring Pipeline, Training Dashboard & Cohorts |
| Admin | app_metadata.roles: ["admin"] in Netlify | + Invite User, this page, Reporting, Receiving |
This checklist guides you to each system — it doesn’t perform the steps. Square and 7Shifts sub-steps are the standard flows; confirm them against how your accounts are set up. Checklist progress is saved in this browser only.