Security and Account Workflows

Overview

This workflow covers everything a team business needs to create, secure, and access MyApprentice accounts — from the Business Owner’s first registration through to every team member logging in each day. It includes verifying email, setting up Multi-Factor Authentication (MFA), signing up or linking with Google, Microsoft, or Apple, and resetting a forgotten password. In a team business the Business Owner registers the account and completes the first steps; invited team members — Admin, Finance, Supervisor, Tradie, and Apprentice — then set up and manage their own logins. MyApprentice is a web application — field workers may open it in a phone browser, but it is used through the web app.

Who This Workflow Is For

• The Business Owner registering a new MyApprentice account.
• Team members invited to an existing business who are setting up their own login — Admin, Finance, Supervisor, Tradie, and Apprentice users.
• Any existing user who needs to manage MFA or reset their password.

Before You Start

You need a valid email address you can access — verification and recovery messages are sent there. To use Google, Microsoft, or Apple sign-in, the email on that provider account must match the email registered to MyApprentice. For MFA you will need either a modern device that supports passkeys, an authenticator app (such as Google Authenticator or Microsoft Authenticator), or a mobile phone for push approval.

End-to-End Workflow

Step 1: The Business Owner registers the account

The Business Owner creates the MyApprentice account.

1. Go to the MyApprentice landing page and select Start free trial.
2. Enter your full name, email address, and a password.
3. A username is generated from your full name — change it if you prefer a different one.
4. Enter your business name (this sets the title of your landing page), your service type (for example, electrician), and your estimated number of users. The estimated user count tailors the platform to how you operate as a team.
5. Agree to the terms of service to complete registration.
6. Note that invited team members do not register themselves — see Step 4.

Step 2: Verify your email

1. After registering, open the inbox for the email address you registered.
2. Find the message titled Sign Up and Verify Your Email from MyApprentice and select Verify email.
3. You are returned to the sign-up flow — select Continue to set up.
4. If the email does not arrive, check your junk folder. If it is still missing, return to the MyApprentice login page, select Resend verification email, and check your inbox again.
5. Note that invited team members skip this step — their email is verified automatically when they accept their invitation.

Step 3: Set up Multi-Factor Authentication (MFA)

Every team member sets up their own MFA.

1. After verifying your email you are guided to a Secure your account page. MFA controls also live on the Security tab of the Customisation page — select the gear icon (⚙) in the top-right of the header, then the Security tab.
2. Choose one or more methods:
   • Passkey (recommended) — select Set up Passkey and follow your device prompt (fingerprint, face ID, or device PIN). You can add multiple passkeys for different devices.
   • Authenticator app — select Setup authenticator app, scan the QR code with your app, and enter the 6-digit code. Save the backup codes somewhere secure.
   • Phone approval — select Phone approval and link your mobile. Future logins from unknown devices send an approval push to your phone.
3. You can select Skip for now, but MFA is required before you can add users, upload a supplier invoice, or connect Xero and Stripe.
4. Note that Business Owners and Supervisors are asked to re-verify more often than other roles — this is intentional for privileged accounts.

Step 4: Invited team members set up their login

1. Invited team members — Admin, Finance, Supervisor, Tradie, and Apprentice — receive an invitation email and select Accept invitation.
2. They set their own password, or link a Google, Microsoft, or Apple sign-in.
3. Their email is verified automatically, so they skip the separate verification step.
4. Each team member then completes the Secure your account step to set up their own MFA.
5. Note that the Business Owner cannot set up a team member’s login or MFA for them.

Step 5: Sign in with Google, Microsoft, or Apple

1. Any user can register or sign in with a Google, Microsoft, or Apple sign-in instead of a password, and can add or link one of these providers to an existing email/password account afterwards — once linked, you can sign in either way.
2. Note that OAuth sign-in is sessioned: when you sign in with Google, Microsoft, or Apple, you are not separately prompted for MFA at login.
3. The provider account email must match your MyApprentice account email.

Step 6: Log in

1. Go to the MyApprentice web app in your browser.
2. Enter your email address and password and select Log in, or choose your linked Google, Microsoft, or Apple sign-in.
3. If you log in with email and password and MFA is enabled, complete the prompt using your chosen method.
4. You are then taken into the application.

Step 7: Reset a forgotten password

If a user cannot get into their account, they reset their own password.

1. Use Forgot password from the login screen.
2. Enter the email or username and select Continue, then Forgot your password.
3. Enter the registered email and select Send reset link. A reset email is sent if an account exists.
4. Open the email, select Reset password, enter a new password, select Reset, and log in.
5. Note that each user resets their own password — the Business Owner cannot do this for a team member.

Common Issues & Limitations

• Verification or invitation email not received. Check your junk folder. Use Resend verification email from the login page.
• MFA is required for sensitive actions. Adding users, uploading supplier invoices, and connecting Xero or Stripe all require MFA to be set up first.
• Locked out. Each user uses Forgot password from the login screen — the Business Owner cannot reset a team member’s password.
• OAuth sign-in. Google, Microsoft, and Apple sign-in can register a new account or be linked to an existing one. OAuth sign-in is sessioned and does not show a separate MFA prompt at login.
• Email must match. The Google, Microsoft, or Apple account email must match the email registered to the MyApprentice account.
• Authenticator codes are time-sensitive. If a code is rejected, check your device clock is correct.

What Happens Next

Once the account is registered, verified, and secured, the Business Owner moves into setting up the business. See the Business Setup Workflow to complete the business profile and configure the platform, and the User and Role Management Workflow to invite team members.

Related Guides

• Business Setup Workflow
• User and Role Management Workflow
• Quick Start Guide