Stop workers signing off as someone else with sign-off PINs

Turn PINs on for your company

1. 1

   Open Team from the sidebar.

   You need to be the account owner or an admin. This is the default for every project.

2. 2

   Find the Worker sign-off PINs card and switch it On.

3. 3

   Tell your crew what to expect.

   The next time each worker signs, they'll be asked to choose 4 numbers. Worth a mention at the morning briefing so nobody thinks the link is broken.

Change it for one project

Most builders set it once for the company and leave it. If one site needs something different — a short job with a settled crew, or the opposite, a site where a main contractor is asking hard questions — you can override it per project.

1. 1

   Open the project and click the Workers tab.

2. 2

   Scroll to the Sign-off PINs card, under the crew link.

3. 3

   Pick one of the three options.

   Follow company setting keeps this project in step with the Team page, so changing the company setting later still reaches it. Always require a PIN and Never require a PIN pin this project regardless of what the company setting says. The card tells you what workers on this project need right now.

Reset a worker's PIN

You can't see a worker's PIN — nobody can. If they've forgotten it, you clear it and they set a new one. This is also what to do if the wrong person set up a PIN against a name.

Owners and admins do this from the Sign-off PINs area on the project's Workers tab. A Site Supervisor has their own Crew tab on the project with the roster and this one action, because they're often the only person on site when it happens.

1. 1

   Open the project and go to Workers (or Crew if you're a Site Supervisor).

2. 2

   Find the worker in the list.

   Each name shows No PIN yet, PIN set, or Locked with the minutes remaining.

3. 3

   Click Reset PIN, then Yes, reset.

   This also clears a lockout. The worker chooses a new PIN the next time they sign, and anyone still signed in on another phone is asked for a PIN again from their next action.

What the worker sees

The first time: a screen asking them to choose 4 numbers and type them twice, so a typo can't lock them out of their own sign-off.

After that: a short PIN screen before they sign. Entering it once covers them for 30 minutes on that phone, so signing four documents in one go doesn't mean four PIN prompts.

If they get it wrong five times, that name locks for 15 minutes and the screen tells them how long is left. The PIN screen is translated into every language the worker portal supports.

What it shows on your records

Sign-offs made with a PIN are marked PIN verified on the document's Worker Sign-Off panel — every signed document, toolbox talks included. Your audit pack carries the same mark in the Identity column of the Worker Document Sign-Offs table, which lists RAMS, emergency plans and site inductions; toolbox talks are summarised as a count there, as they always have been.

Sign-offs made in the mobile app show Signed in as themselves in that column instead. There a worker is signed in with their own login rather than tapping a shared link, so a PIN wouldn't add anything — but it's still a real identity check, and the audit pack now says so rather than leaving it blank.

Sign-offs made before you turned PINs on, or on projects that don't require one, show a dash. That's not a failure — it just means no PIN was asked for and the sign-off didn't come through an authenticated app session either.