How to Add and Manage Employees in Aplauso

Employees are the heart of the Aplauso platform - each one gets a personal tipping profile, QR code, and wallet. This guide covers inviting new employees, getting them set up, and managing your team over time.

Who Needs an Aplauso Account?

Any employee who will:

• Receive tips from guests
• Appear in a department or outlet tipping directory
• Use the mobile app for Tap to Pay

Managers and admins who only need dashboard access do not need to set up a payout account, but they do need an Aplauso account with the appropriate role.

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Inviting Employees

From the Management Dashboard

1. Go to my.aplauso.io/manage/team.
2. Click Invite Employee.
3. Enter the employee's email address.
4. Select their Department and Outlet (if applicable).
5. Choose their role - most frontline staff should be set to Employee.
6. Click Send Invite.

The employee receives an onboarding email with a link to create their account.

Inviting Multiple Employees at Once

To bulk-invite your team:

1. Click Bulk Invite on the Team page.
2. Enter multiple email addresses (one per line) or upload a CSV with columns: email, department, first_name, last_name.
3. Click Send All Invites.

Tip: You can pre-assign departments in the CSV to save time - employees will be placed in the correct department when they accept.

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The Employee Onboarding Flow

When an employee accepts an invite or signs up, they are guided through a 4-step onboarding wizard on the Aplauso dashboard. The wizard gets them from zero to ready-to-launch in just a few minutes.

1. Profile - They set their display name (the name guests see), an optional bio, and confirm their email address.
2. Guest Prompt - They choose a rating prompt - the question guests see when scanning their QR code (e.g. "How's my service?"). They pick from preset options organized by role category.
3. Get Paid - They choose Live or Training first, then connect Stripe. Training mode is for practice only: no real cards are charged and no real money moves. Live mode connects their real payout account. They can skip this step and come back later from Settings > Payment.
4. Launch! - Their personal QR code is revealed with a confetti celebration. They can copy their tipping link, and see pro tips for earning their first tips.

For a full walkthrough with screenshots and details, see The Employee Onboarding Wizard.

Once the wizard is complete, the employee's profile is live and guests can start tipping immediately.

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Assigning Employees to Departments and Outlets

You can update an employee's assignment at any time:

1. Go to Manage → Team and click the employee's name.
2. Under the Assignment section, select their Department and Outlet.
3. Save changes.

An employee can belong to one primary department, but can be included in multiple department tipping pages for flexible shift-based routing.

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Editing Employee Profiles

Managers with admin or manager role can edit:

• Display name and job title
• Department and outlet assignment
• Role (employee / manager / admin)
• Active status

To edit: Manage → Team → [Employee Name] → Edit.

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Deactivating or Removing an Employee

When an employee leaves:

1. Go to Manage → Team → [Employee Name].
2. Click Deactivate Account.

Important: Deactivating an account stops future tips but does not delete historical tip data. Payouts for any pending balance will still complete. Full account deletion is available on request.

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What Employees Can Do Themselves

Employees manage their own accounts through my.aplauso.io or the mobile app:

• Update profile photo and bio
• Change their display name
• Update bank account / payout details
• View tip history, ratings, and earnings
• Withdraw their balance
• Access their QR code and sharing link

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Troubleshooting Invite Issues

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Next Steps

• Set up departments and outlets
• Generate QR codes for employees
• Invite your management team