Someone has lost their phone
Everyone signs in with their password and a six-digit code from an authenticator app. The Two-step sign-in column on the Members page shows who has set it up. If someone loses their phone, or the authenticator app is wiped, they can’t sign in until an admin resets it.
- Make sure it really is them. Contact them in a way you already trust, such as in person, by phone or by a message from a known account. Don’t act on an unexpected email asking for a reset.
- Go to Administration → Members and find the person.
- Select Reset next to their name. Type the current 6-digit code from your own authenticator app to confirm it is you, then select Reset. A signed-in session isn’t enough on its own.
- Tell them it’s done. Their authenticator is removed and they are signed out everywhere. At their next sign-in they enter their password and set up a new authenticator app by scanning the QR code.
- If the phone was stolen rather than just lost, also ask them to change their password.
Every reset is recorded with who did it and who it was for. A reset removes the authenticator only. It doesn’t change their password, role or access.
If the person who lost their phone is an admin
You can’t reset your own two-step sign-in, so someone else has to do it:
- Another admin in your organisation resets you from the Members page, using the steps above.
- If you are the only admin, ask a PeopleTeam platform operator. They confirm who you are, then reset you from the platform console. Do this before the phone is lost if you can, by making sure a second person in your organisation is an admin.
Only a platform operator can reset another platform operator.
The roles
| Role | Can do |
|---|---|
| Employee | Their own profile, time off, goals and policies |
| Manager | Everything an employee can, plus approvals and their team |
| HR | Everything a manager can, plus all people records, onboarding and reports |
| Administrator | Everything, including roles, settings, integrations and the audit log |
| Accountant | External access to the Payroll workspace only |
Every role builds on the one below it. People with direct reports get the manager features even if their role is Employee.
Change someone’s role
- Go to Administration → Members.
- Find the person and choose a new role.
- The change applies straight away and is recorded in the audit log.
Give payroll access
Switch on Payroll access for an internal member, such as a finance officer. They can see pay, tax, super and leave, but not performance or engagement.
Invite an external accountant
Click Invite accountant and enter their email. They’ll only see the Payroll workspace and the records it needs.
Give extra responsibilities
Next to each internal member you can switch on capabilities: Recruitment admin, Hiring manager, Interviewer, Offer approver and Management overview. They add a specific responsibility without changing the person’s role, so an interviewer who is an Employee doesn’t get HR access. External accountants can’t hold them. Every change is recorded in the audit log.