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Emailless employees

Create accounts for shop-floor workers who do not have a corporate email address. They log in with an employee number and a PIN you set at creation.

Who this is for

Administrators - Quality Admin, HR Admin, and Corporate Admin.

Non-Corporate Admins can only create employees within their own department.

What is an emailless account?​

An emailless account uses an employee number (Personalnummer) and a PIN as credentials instead of an email address and password. This is designed for:

  • Production-line and shop-floor workers sharing a kiosk terminal
  • Temporary staff without corporate IT accounts
  • Anyone whose organisation does not issue work email addresses

Auditability and 21 CFR Part 11 compliance​

Every emailless account is backed by a real, stable identity in the system. There are no anonymous sessions. Each person has a unique internal ID that links all of their training evidence, e-signatures, and completion records. Evidence remains fully attributable even without an email address.

An internal non-deliverable address is used as the underlying login mechanism. It is never shown in the UI, never sent in any email, and never appears in audit details. Only the employee number and name are surfaced to administrators and auditors.

PIN security

The PIN is a credential. It is never logged, never stored in plain text, and never shown after creation. If a worker forgets their PIN, an administrator must issue a new one (re-create the account or reset via your operator's procedure). Do not share PINs in audit details, chat messages, or any system log.

Create an emailless employee​

  1. Go to Users in the sidebar.
  2. Click Invite in the top-right area of the page.
  3. Turn on the Shop-floor employee (no email) toggle at the top of the dialog.
Screenshot pendingInviteUserDialog with emailless toggle on, showing employee number and PIN fields
  1. Enter the person's full name.
  2. Enter a unique employee number. This is the personnel identifier the worker will type at the kiosk. Allowed characters: letters, digits, and hyphens; up to 64 characters; case is not significant (numbers are normalised to lowercase).
  3. Enter a PIN - minimum 6 characters, up to 64. The PIN can be numeric or alphanumeric. Choose something the worker can memorise but cannot easily guess.
The PIN is shown only once

After you click Create employee, the PIN cannot be retrieved. Write it down securely and hand it to the worker in person or via a secure channel. If it is lost, the account must be re-created or the PIN reset by your system operator.

  1. Optionally turn on Pseudonymous if the organisation's privacy policy requires that the person's real name is not linked to their training records in the application. When this is on, audit records reference the employee number rather than the name.
  2. Set the department, location, and any assignment matrix dimensions you know at this point (activity, plant, line, workstation). Setting these now means training assignments are computed automatically when the account is created. See Assignment attributes.
  3. Optionally assign a foreman (direct supervisor) and a line lead. See Supervisors and line leads.
  4. Click Create employee.

The new account appears immediately in the Users list.

How the worker logs in​

At the login screen, the worker selects the Employee number tab instead of the email tab, then enters:

  • Their employee number
  • Their PIN

They are signed in without ever seeing an email address or entering a password.

Screenshot pendingLogin page, employee number tab selected

The kiosk login flow uses the same underlying authentication system as email-based accounts. The server resolves the employee number to the internal identity and checks the PIN. Rate limiting applies: 20 attempts per 15 minutes per device. After repeated failed attempts, the device must wait before trying again.

Changing a PIN​

There is no self-service PIN reset for emailless workers. If a worker forgets their PIN:

  1. Contact your Better Comply system operator to reset the credential via the admin API or user administration tools in your deployment.

Alternatively, your operator can re-create the account with a new PIN (the old training evidence is preserved under the worker's existing internal ID).

Editing an emailless employee's profile​

Find the worker in the Users list and click their row to open the edit panel. You can update:

  • Name
  • Department and location
  • Activity, plant, line, workstation attributes
  • Foreman and line lead
Attribute changes trigger recompute

Saving attribute changes immediately re-evaluates all assignment rules for this worker. New matching assignments are created automatically. See Assignment attributes.