Overview

This guide is for employees who are using Roubler for the first time, or who are returning after a break.

It explains how to:

• Open your onboarding invitation
• Complete your personal details so your employer can pay you correctly
• Review and sign all required pages or declarations during onboarding
• Save each tab before moving to the next step
• Log in to Roubler once onboarding is complete

It also covers how to fix common issues, including:

• Not receiving your onboarding invitation email
• Seeing a “link expired” or “link already used” message
• Receiving an “invalid username or password” error
• Not being able to see your shifts after logging in

If you are a manager or administrator, please refer to the separate Login & Onboarding Troubleshooting Guide – Managers, as the steps and permissions are different.

Before You Start

To ensure onboarding goes smoothly, we strongly recommend completing onboarding on a desktop or laptop computer. Some steps — including signing required pages or declarations — are not supported on mobile devices.

Before starting, please:

• Make sure you have access to your email inbox (this is where your onboarding link will be sent)
• Know which email address your employer is using for you (work or personal)
• Confirm with your manager which Roubler login link your business uses, if you’re unsure

How Roubler Access Works

Your access to Roubler is made up of two parts that work together:

• Your employee profile – this is set up by your employer
• Your Roubler login – this is created when you complete onboarding by selecting “Create new account”. You’ll be guided through setting up your login details, including choosing a username (either an email address or mobile number) and creating a password

⚠️ Using the correct email address and the correct login link will prevent most common login and onboarding issues.

Step 1 – Find Your Onboarding Invitation

Receiving your onboarding invitation

When your employer invites you to Roubler, you’ll usually receive either:

• An email, or
• An SMS with a link to start onboarding

The email will typically have the subject line: 
“Invitation to onboard with (business name)”

If you can’t find the invitation

If you don’t see the email straight away:

• Check your Spam or Junk folder
• Check other inbox tabs such as Other, Promotions, or Updates
• If you’re using a work email address, make sure it can receive external emails

If you still can’t find the invitation, contact your manager and ask them to:

• Confirm which email address was used and that it’s spelled correctly
• Resend the onboarding invitation

⚠️Tip: Always use the most recent onboarding invite you receive, as older links may no longer work.

Step 2 – Start Your Onboarding

Completing your onboarding

1. Open the most recent onboarding email or SMS you received from Roubler
2. Click the green “Go to onboarding” button (see image above)
3. Select "Sign in" and you will be prompted to create a username and password  
4. Your browser will open Roubler and guide you through each onboarding page 

⚠️ IMPORTANT

As you work through onboarding, you’ll be asked to:

• Confirm your personal details (name, address, contact details)
• Provide tax and superannuation details (Australia only)
• Enter your bank details so you can be paid
• Read, accept, and sign all required policies or documents your employer has added

The order and information required may differ depending on your employer’s settings.

⚠️ IMPORTANT: Completing each page

• Make sure all required fields on the page are completed
• Select Save and Next at the bottom of the page to continue
• Look for a green tick — this confirms the page is complete
• All required signatures must be completed for onboarding to finish successfully

We recommend completing onboarding in one sitting where possible. This helps avoid links expiring or timing out and ensures all details are saved correctly.

Understanding onboarding tabs

Below is an example of the onboarding tabs you may see:

• Tabs with a green tick are complete
• Tabs without a green tick are not yet complete and still require action

Signing required pages (important)

If a tab requires a signature, it must be completed in order. Make sure you:

1. Complete the page content
2. Tick all required acknowledgement checkboxes
3. Select the green Sign button
4. Click Save and Next to finalise the page

⚠️ Important: This is one of the most commonly missed steps during onboarding.

What happens after you sign

Once you select Sign, your signature will disappear from the page. 
This is expected behaviour and is done for security reasons — your signature is securely saved in the background even though it is no longer visible on the screen.

If the page shows a green tick after saving, the page has been completed successfully and you can move on to the next tab.

Step 3 – Finish Onboarding and Create Your Account

Once you reach the final confirmation page, your onboarding is complete. From this point:

• Your details are submitted to your employer for review via email notification
• You can log in to Roubler directly without using the onboarding link again

If you don’t see the final confirmation page or can’t log in, it’s likely that a step was missed. Review each section carefully and make sure all required fields are completed, all signatures are signed, and each page shows a green tick before moving on.

Step 4 – Logging In After Onboarding

To log in after completing onboarding:

• Use the Roubler login link provided by your employer
  • This may be in your onboarding email, welcome pack, or internal staff page
• Click Sign In
• Enter your username:
  • Usually your email address, or
  • In some businesses, your mobile number
• Enter your password and select Sign In

Once logged in, you should see:

• Your home/portal page
• Tiles such as Leave & Availability, Time, or Rosters (depending on your role)
• Any shifts or information your employer has set up

If you can’t log in, see the troubleshooting sections below. 

Troubleshooting – Onboarding Problems

Use this section if you cannot start or finish onboarding from your invitation.

I Haven’t Received My Onboarding Email

If you haven’t received your onboarding invitation:

• Check all email folders, including Inbox, Spam/Junk, and tabs such as Other, Promotions, or Updates

Confirm the following with your manager:

• Which email address was used for your Roubler profile
• That your status shows as Invited in Roubler
• Ask them to resend the onboarding invitation

If you’ve recently changed your email address (for example, from a personal email to a work email), let your manager know so they can update your details before resending the invite.

Mobile phone changes & MFA

If you’ve recently upgraded or changed your mobile phone, you may need an MFA reset. MFA is linked to your previous device, and your manager or administrator can reset this for you.

Still not received the invite?

If the invitation still doesn’t arrive after your manager has resent it, ask them to contact Roubler Support.

Troubleshooting – Login Problems (After Onboarding)

Use this section if onboarding is complete but you can’t log in or don’t see what you expect.

“Invalid Username or Password”

If you see this error:

Step 1: Check your username

• Confirm with your manager which email address or mobile number is listed on your Roubler profile
• Check for:
  • Extra spaces before or after the email or number
  • Spelling mistakes

Step 2: Reset your password

1. Select Forgot password on the login page
2. Enter the same email address or mobile number your manager confirmed
3. Check your inbox (and Spam/Junk) for the reset email
4. Follow the link and set a new password

If you don’t receive the reset email:

• Double-check Spam/Junk, Other, or Promotions folders
• Reconfirm your email details with your manager
• Ask your manager to contact Roubler Support

⚠️ Important: Not receiving a reset email usually means the username entered does not match what’s on your Roubler profile.

Using the Roubler Mobile App

Many employees use the Roubler mobile app to view shifts, clock in/out, and manage leave.

Tips:

• First login should be completed via a web browser
• Ensure your device Date & Time is set automatically
• Keep the app updated from the App Store or Google Play
• Deleting and reinstalling the app can resolve many common issues

Visit our help article: FAQ’s – Mobile App & iPad Errors – Roubler

When to Contact Your Manager vs Roubler Support

Your first point of contact should always be your manager or payroll/HR contact. They can:

• Update your email or mobile number
• Resend onboarding invitations
• Confirm your employment status, role, and location
• Confirm the correct login link

Ask your manager to contact Roubler Support if issues continue after these checks.

When reporting an issue, include:

• What you were trying to do
• The exact error message (or screenshot)
• Whether you were using a browser or the mobile app (and which device)
• Your full name and username

This helps ensure all required details are provided upfront, allowing us to assist you as quickly as possible in getting your Roubler profile up and running.