First login and onboarding

At the first login LeavePilot walks every person through a short path, called Check-in, before opening the dashboard. Which steps you get depends on how the account came into being.

Who goes through what

At the top of every page an indicator with three circles shows Change Password, Complete Profile and Approval, with the current step highlighted.

Step 1: Change Password

This appears only to people who were invited and received a temporary password by email. The page is titled Welcome! Change Your Password.

• Fill in New password and Confirm password. The eye icon shows or hides the text.
• The password must have at least 8 characters, an uppercase letter, a lowercase one, a number and a special character; it must not be a common password, nor contain the part of your email before the at sign.
• Press Continue. After the Password updated successfully! confirmation you move on to the profile.

From this moment the temporary password no longer works.

Step 2: Complete Profile

The Complete Your Profile page collects the last details.

• Profile Picture, optional (on screen: Optional - Upload a profile picture): press the camera icon to choose an image, the bin to remove it. The form accepts files up to 5 MB, but saving rejects anything over 2 MB and any format other than JPEG, PNG, GIF and WebP: in that case the profile is saved without the picture, which you can add later from Edit Profile.
• Full Name, pre-filled.
• A read-only Pre-filled information box shows Email, Department (or Not assigned) and Annual Leave Days.
• Required fields: Date of Birth (three dropdowns labelled Anno, Mese and Giorno, Italian for year, month and day, left untranslated in the interface), Country (only if the organisation has set up countries; it decides which public holidays are not deducted from your vacation) and Preferred Language (Italiano, English, Español), which will be the language of the interface and of the emails.
• Optional fields: Phone and Job Title.

Press Let's Go! to save. The button stays disabled while required fields are missing.

Accepting the legal documents (administrators only)

If you are an administrator and no acceptance of the documents is yet recorded for your organisation, one or two checkboxes appear on this page:

• I accept the Terms of Service and the Data Processing Agreement, and I declare that I have the authority to bind the organisation I represent.
• The specific approval of the clauses of the Terms listed in the text (Articles 5, 6, 7, 8, 12, 13, 14, 15, 16 and 17), required by the Italian Civil Code.

The acceptance is recorded with date and time, version and hash of the documents: this is what makes the agreement between your company and LeavePilot provable. You can find the record, with a downloadable attestation, in Legal documents. Employees do not have to accept anything.

Step 3: Approval

This appears to anyone who completed their profile in an organisation where the Registration switch in Settings › System is off, and it applies both to people who registered on their own and to people who were invited. The page is titled Registration Pending ("An administrator needs to approve your access.") and it recaps name and email, the next steps (wait for approval, receive a confirmation email, sign in) and the Logout button.

You will receive the email Registration Complete - Awaiting Approval and, once the administrator approves you, Account approved · Welcome to {company name} on LeavePilot!. From that point on, signing in takes you straight to the dashboard.

If instead the Registration switch is on, this step does not appear: saving the profile activates the account right away and you receive Welcome to {company name} on LeavePilot! Your account is active.

The one exception is the organisation's first administrator, who is always activated: without them there would be nobody to approve anyone.

Where you end up

At the end of the path the administrator arrives at the Control Panel, everybody else at their own dashboard.