➕ Adding Staff
Go to Settings → Staff in the SmartCheck Pro side menu to open the Staff List.
Click Add New Staff on the top right to open the Add Staff screen:
Enter the following details:
First Name and Last Name
Email Address (must be unique)
Access Level (see Roles Explained below)
📝 Note: Each inspector has two separate ID numbers on their staff record. Getting these right avoids submission errors and keeps a private ID off printed documents.
Inspector No. is the private ID an inspector uses to create and submit inspections. It is hidden from view on the staff list.
Authority No. is NZTA's confirmation that the inspector's ID has been issued. This is the number that appears as "Inspector #" on the printed or emailed checksheet.
If assigning the Inspector access level, enter:
Authority No., confirming the inspector's ID was issued by NZTA. This is what appears on the checksheet.
Inspector No., the private ID the inspector uses to create and submit inspections.
⚠️ Important: If an inspector's private ID was previously entered where Authority No. now sits, move it into Inspector No. and replace Authority No. with the number that should appear on the checksheet.
Click Save.
📩 Note: When a staff member is added, SmartCheck Pro automatically sends an invite email to the address provided. This email contains a link for the staff member to verify their account and set a password.
Didn't receive the invite email?
Invite emails cannot be resent. If the staff member did not receive their invite email but the address is correct, they should:
Go to the Auxo Workshop login page
Select Reset password
Enter their email address
Use the emailed link to set a password and log in
This works even if the original invite email was missed or has expired.
✏️ Editing Staff Details
Go to Settings → Staff.
Click the Edit icon next to the staff member.
Update details as needed, including Name, Email, Access Level, Inspector No., or Authority No.
Click Save.
❌ Removing Access
To revoke access without deleting the staff record, change the staff member's role to No Access and click Save.
👥 Roles Explained
SmartCheck Pro uses roles to control what each staff member can see and do. The right role depends on what the staff member needs to do in SmartCheck Pro.
Role | Description |
Admin | Full access to all inspections and Settings, including Staff management, System Configuration, and Subscription. Required for SmartCheck Pro setup and billing. Can have the Inspector role added to also submit inspections and complete rechecks. |
Operator | Suited to front of house or admin staff who need to work with inspections but do not need access to SmartCheck Pro settings. Can create inspections and save them as a draft, view completed results, and print or email inspections. Cannot access Settings, and cannot start an inspection's check sheet or submit an inspection. Add the Inspector role to also start, submit, and complete rechecks on inspections. |
Inspector | An additional role assigned on top of Admin or Operator. Required to start an inspection's check sheet, submit inspections, and complete rechecks. Requires both an Inspector No. and an Authority No. to be set on the staff record. |
No Access | Removes access to SmartCheck Pro without deleting the staff record. |
📝 Note: Admin and Operator are mutually exclusive. A staff member holds one or the other, not both. The Inspector role can be added on top of either.
⚠️ Important Notes
These roles are specific to SmartCheck Pro and are separate from Auxo Workshop roles.
If you also use Auxo Workshop, your staff will appear in the SmartCheck Pro staff list, but you must still assign the appropriate SmartCheck Pro role to each staff member who needs access.
All Auxo Workshop users with the Workshop Owner role are automatically assigned the SmartCheck Pro Admin role when SmartCheck Pro is activated.
Email addresses must be unique across all staff.
Inspectors must have both an Inspector No. and an Authority No. set on their staff record.
Only staff with the Inspector role can start an inspection's check sheet or submit a completed inspection. An Operator can load a booking and save it as a draft, but an Inspector needs to open it to begin and submit the checksheet.