Account Setup
Accept your invitation, sign in, secure your account with multi-factor authentication, and set your notification preferences.
Optimal Workforce accounts are created by invitation. You will not create one yourself from the sign-in page.
Accepting your invitation
You will receive an email from Optimal Workforce containing an invitation link.
- Open the link. It takes you to
/join, which shows the team you have been invited to and the role you have been given. - If you do not have an account yet, you will be asked to create one. If you do, sign in and the invitation is applied to your existing account.
- You land in the team workspace.
If your link has expired, ask the person who invited you to send a new one from the team's Members page. Expired invitations cannot be revived.
How you sign in
Which options you see on /auth/sign-in depends on how your deployment is configured. In a standard production deployment there are two:
Email and password. The ordinary path. If you have forgotten your password, use Forgot password on the sign-in page.
Sign in with SSO. If your organization has registered its identity provider, enter your work email address and you will be redirected to your company's Microsoft sign-in. Your IT team controls who can use this — see Single Sign-On.
When your organization uses SSO, signing in through it is what keeps your access tied to your company account. If your IT team removes your access in Microsoft Entra, your ability to sign in goes with it.
Securing your account with MFA
Multi-factor authentication is available to every user and is strongly recommended. It uses a time-based one-time code from an authenticator app (Microsoft Authenticator, Google Authenticator, 1Password, and similar).
To enable it:
- Go to
/home/settings, or Settings → Profile inside a team. - Find the multi-factor authentication section and choose to add a factor.
- Scan the QR code with your authenticator app and enter the code it shows to verify.
Once you have a verified factor, you will be asked for a code every time you sign in.
There is currently no setting that forces every member of an organization to enrol in MFA. Enrolment is each person's own action, so if your security policy requires MFA, you will need to confirm enrolment with your users directly. See Security and Data Handling.
Your profile
At /home/settings you can also:
- change your display name and profile picture
- change your email address (both the old and new address are confirmed)
- change your password
- review and unlink connected sign-in identities
Notification preferences
Alerts can notify you in the app and by email. The in-app notification bell is always on; email is a per-person setting.
To change yours, go to Settings inside the team (/home/<team>/settings) and use the notification preferences card. If you stop receiving alert emails, check this first — see Alerts.
Joining more teams
Being part of the organization does not automatically give you access to every team's data. Each team you need is a separate invitation from that team's owner. This is intentional and is explained in Teams and Members.