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Getting my teams started in Trail
Getting my teams started in Trail

A smooth-sailing guide to inviting, training and supporting your teams.

Tilly James avatar
Written by Tilly James
Updated over a week ago

Giving your teams access to the app is a really exciting step but it can feel a little daunting too. Luckily, it's really simple to get them started - we've broken down the process here.

How should I structure my teams in the app?

For companies on the Team or Standard plan, it's helpful to think about how you'll organise your users. What works best will vary between businesses but we've got some tips for things that commonly work.

At sites, use one shared log in per device. E.g. if you've got one tablet front of house, and one in the kitchen, you'd need 2 team log ins for this site.

  • Initials can be added to tasks, so there's still visibility on who's completing them.

  • Each tablet can filter tasks by tag e.g. kitchen. This hides any tasks that aren't relevant to that team and is remembered next time they log in.

A manager user at each site helps things run smoothly. This can be someone who works at the site or closely with the team there - typically an area or site manager.

Admins are able to access all sites and manage everyone's tasks.

Check out our article on roles and permissions for more.

How do I add in my team?

You can set up new team members in a few clicks via the Users page. For a full guide to sending invitations to users, check out our articles on managing users.

On the users page, you'll find there are two options for adding in users: sending them an invite, or setting up their account and password.

Using the invite option, teams will get an email prompting them to log in to Trail, where they'll be able to set their password (check spam/junk inboxes!).

If you choose to set their password for them, you'll need to pass this on to your team so that they're able to access the app. We recommend choosing a password that's longer than 8 characters and contains a number and a capital letter.

The password can be reset at any time, either by email following the lost password workflow on the sign in page, or in user settings after entering the old password.

What will new users see?

Each new user will receive an onboarding tour, customised by role, training them on the specifics for their position and view of the app. These work on all devices, so whether your manager is on a phone or your team on a tablet - they'll all get the training they need.

Admins are able to see all areas of the app: Reports, Manage Tasks and Complete Tasks. They'll be introduced to the app by a series of tours covering everything from adding in tasks to downloading reports. There's an article with an onboarding video too.

Teams and Managers are shown this training video when they first log in to get them started. They'll be able to access this video via the starter guide whenever they need a refresher or to onboard a new team member.

Managers have full access to any sites they're assigned to. This includes being able to see the scores dashboard, download reports and see the Complete Tasks pages for these sites. Most teams use tablets and the page will adapt to each device, so no-matter the brand, your sites can still complete tasks.

Team users have access to one site with its own task list, which everyone will work through in the day. They can't see the navigation bar but admins & managers access the sites via the Complete Tasks page.

Support for your teams

The app is designed to be easy to use & learn for users in any role and we find that new teams settle in quickly.

If you want to get in touch, our dedicated support team are on hand 9am-6pm, Monday-Friday to answer any questions that your teams might have. We also have an emergency team to deal with any urgent enquiries outside of these times.

The quickest way to get a response is to use the Intercom button in the bottom-right hand side of the screen, but we'll also reply to emails sent to

For more on our in-app support, have a read of our article.

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