Who it’s for: Administrators and users with relevant permissions
Platform: Sense HR and Sense Mobile
Available on: Standard Sense HR registration followed by Sense Mobile registration is available on all plans. Mobile Onboarding, which bypasses standard Sense HR registration, is available through the Sense Automate Workflow Hub for Elite and Enterprise plans only.
🖊️ Note: Users do not need to be full administrators to send login invites or verification codes. They can do this if their access role gives them permission to send invites or codes, and they have access to the people they are sending them to.
Overview
There is more than one way to give users access to Sense Mobile.
The right option depends on whether the user needs access to:
Sense HR web access from a laptop or PC
Sense Mobile through the dedicated Sense Workplace mobile app
both Sense HR and Sense Mobile
a new mobile verification code after logging out or changing device
Choosing the correct login method helps avoid confusion, especially for employees who do not have access to a desktop or laptop.
🖊️ Note: Mobile Onboarding is available through Sense Automate for Elite and Enterprise plans. If you’re on the Team or Professional plan, contact Support to discuss your Mobile Onboarding options.
For more information, see: Mobile Onboarding
Where to find these options
The options covered in this article are invite, code, and login actions available in Sense HR.
Depending on your permissions and system setup, you may see them:
in More actions (…) on a person’s profile (upper right)
in the action bar after selecting one or more people from the People list
Access to these actions is controlled by Access roles. In Access roles, these permissions are listed under:
Access roles > [select role] > Permissions > Custom actions
Use the tables below to understand which option to choose and what each action does.
Quick decision guide
Scenario | Use this option |
Employee needs access to Sense HR on the web and Sense Mobile | Send standard Sense HR login invite using Send login invite. Once registration is complete use Send verification code for Sense Mobile. Do not use Mobile login invite. |
Employee only needs the Sense Mobile app and cannot complete web registration using a laptop or PC | Use Mobile Onboarding workflow / Mobile login invite. Do not use Send login invite. |
Employee has already logged into Sense Mobile, but has logged out and needs a new verification code | Use Send verification code |
Employee used Mobile Onboarding but now needs web access | Ask them to use the Forgotten password process on the Sense HR web login page from a laptop or desktop. Do not use a mobile browser to access Sense HR. |
Employee is trying to log in to Sense HR via a mobile browser | Ask them to download the Sense Workplace mobile app instead. |
Employee has already completed standard registration and now needs mobile access | Use Send verification code for Sense Mobile access. |
⚠️ Important: Do not send both Send login invite and Mobile login invite to the same user. If the user needs Sense HR web access, use Send login invite, wait for registration to be completed, then use Send verification code for Sense Mobile access.
What each option does
Option | When it appears | What it does | What it does not do |
Send login invite | Before the person has registered as a Sense HR user | Starts the standard Sense HR web registration process. Use this when the user needs Sense HR web access from a laptop or PC. | Does not give direct access to Sense Mobile. Users should not use this route from a mobile browser. |
Mobile login invite | Before the person has registered, and only when the Mobile Onboarding workflow is deployed | Registers the user in the background, automatically assigns a Sense HR password, and sends a Verification code for the Sense Workplace mobile app. | Does not take the user through standard Sense HR web registration. Users should not try to use this route to log in to Sense HR through a mobile browser. |
Send verification code | After the person has become a registered Sense user | Sends a new Sense Mobile verification code. Use this for mobile access, device changes, or users who have logged out of the app. | Is not available until the person has completed standard Sense HR registration or has been automatically registered through Mobile Onboarding. |
How the available options change after registration
The actions available on a person’s profile depend on whether that person has already been registered as a Sense user.
Before registration, you may see Send login invite and Mobile login invite, depending on your permissions and whether the Mobile Onboarding workflow has been deployed.
Once the person has either completed standard Sense HR registration or been registered directly for the Sense Mobile app through the Mobile Onboarding workflow, the initial invite options are no longer available.
From that point, the correct option for Sense Mobile access is Send verification code.
This applies whether the person first became a user through:
the standard Sense HR web registration process
the Mobile Onboarding workflow
If the user logs out of Sense Mobile, changes device, or needs to reconnect to the app, send them a new verification code.
Important: Do not send both first-time invite types
If the Mobile Onboarding workflow has been deployed, you may see Mobile login invite alongside Send login invite for people who have not registered yet. This depends on your Access role permissions under Permissions > Custom actions.
Note: To let managers or other non-admin users send Mobile login invite, enable the relevant custom action permission for their Access role. They must also have access to the people they are sending the invite to.
Both Send login invite and Mobile login invite are first-time access routes, but they are used for different purposes:
Send login invite is for users who need to register for Sense HR web access using a laptop or PC.
Mobile login invite is for users who only need Sense Mobile access.
Do not select both options for the same user.
If you choose Send login invite because the user needs Sense HR web access, wait for the user to complete registration. Once registration is complete, the available mobile option will update to Send verification code.
You can then use Send verification code if the user also needs Sense Mobile access.
If you send Mobile login invite after sending a standard Send login invite, the Mobile Onboarding workflow registers the user in the background. This may stop the original Sense HR web registration link in the Welcome to Sense email from working, because the user has already been registered by the workflow.
💡 Best practice tip:
If more than one administrator or manager can send invites, agree internally which route each user group should follow before sending invitations. For example, use Send login invite for users who need Sense HR web access, and Mobile login invite only for users who should be mobile-only.
Use Send login invite for Sense HR web access
Use Send login invite when the user may require access to Sense HR on the web, using a PC or laptop.
This starts the standard Sense HR web registration process and allows the user to create their own password.
Use this when the user:
has access to a laptop or PC
may need to use Sense HR on the web
needs both web and mobile access
should complete the standard registration journey
Once the user has completed registration, use Send verification code if they also need Sense Mobile access.
Use Mobile login invite for mobile-only onboarding
Use Mobile login invite when the user only needs Sense Mobile access, or cannot complete the standard web registration process.
This is useful for:
deskless employees
frontline employees
field-based employees
employees without laptop or PC access
employees who only need to use Sense Mobile
When selected, Mobile login invite registers the user in the background, automatically assigns a Sense HR password, and sends a verification code for the mobile app.
The user should then download the Sense Workplace app and use the verification code there.
See Download and Log In to the Sense Mobile App
Important: Mobile Onboarding users should use the Sense Workplace Mobile app
Users who receive a Mobile login invite should download the Sense Workplace mobile app and complete their login there.
They should not try to log in to Sense HR through a mobile browser.
Mobile Onboarding registers the user in the background and automatically assigns a Sense HR password. The user does not know this password because the purpose of Mobile Onboarding is to let them access Sense Mobile without completing standard web registration.
If their access requirements later change and they need Sense HR web access, they should use the forgotten password process from the Sense HR web login page.
Use Send verification code for Sense Mobile access or re-access
Navigation path:
Sense HR > People > [select profile] > More actions (…) > Send verification code
You can also bulk send verification codes from the People list by selecting multiple users and choosing Send verification code from the action bar. This option is only available when all selected users are already registered.
Use Send verification code when a registered user needs a Sense Mobile code.
This may be needed when:
the user has completed standard Sense HR registration and now needs mobile access
the user was registered through Mobile Onboarding and needs another mobile code
the user logged out of Sense Mobile
the original code expired
the PIN was forgotten
the user changed device
the user uninstalled and reinstalled the app
Use Forgotten password when a mobile-onboarded user later needs web access
Use the forgotten password process when a user was previously mobile-only and now needs Sense HR web access.
This applies if the user was onboarded through Mobile Onboarding and later needs to access Sense HR from a laptop or PC.
The user should go to the Sense HR web login page and use Forgotten password to set their own password.
Basic troubleshooting
The employee was sent a standard login invite but only needs mobile access
If the employee has already completed Sense HR web registration, use Send verification code to give them Sense Mobile access.
If the employee has not completed web registration and only needs Sense Mobile, contact them to ask them to delete the Welcome to Sense email and then send the Mobile login invite instead.
The employee was sent both first-time invite types
If both Send login invite and Mobile login invite were sent to the same user, the Mobile Onboarding workflow may have registered the user in the background.
This means the original Sense HR web registration link may no longer work.
If the user only needs Sense Mobile, ask them to use the verification code in the Sense Workplace mobile app.
If the user also needs Sense HR web access, ask them to use the Forgotten password process from the Sense HR web login page on a laptop or PC.
The employee is trying to register in a mobile browser
Ask them to download the Sense Workplace app from the App Store or Google Play Store.
Mobile access should be completed through the app, not through a mobile browser.
Sense HR access should be completed using a laptop or PC, not through a mobile browser.
The employee has logged out of Sense Mobile
Use Send verification code.
This applies whether the user originally accessed mobile after standard Sense HR registration or through Mobile Onboarding.
The user will need to complete mobile setup again, including setting their PIN.
The employee already completed standard Sense HR registration
Do not use Mobile Onboarding / Mobile login invite.
If they need Sense Mobile access, use Send verification code.
The Mobile login invite option is not available
This may be because:
the Mobile Onboarding workflow is not installed or deployed
the person is already registered as a Sense user
your access role does not allow you to run the action
the action is not available on your plan or setup
Once the person has been registered, use Send verification code for Sense Mobile access.
Recommended rollout guidance
Before rolling out Sense Mobile, decide which groups of users need each route.
For example:
User group | Recommended route |
Office employees who need Sense HR web access using a laptop or PC | Send login invite, then Send verification code if they also need mobile |
Employees who need web and mobile access | Send login invite, then Send verification code |
Frontline employees using mobile only | Mobile login invite (Mobile onboarding workflow) |
Field-based employees using mobile only | Mobile login invite (Mobile onboarding workflow) |
Existing registered HR users who need Sense Workplace Mobile app access | Send verification code |
Existing mobile users who logged out | Send verification code |