Understand OneClick Sign-In
Type: Reference Module: Sign-In Template: v0.5
At a glance
OneClick accounts are automatically provisioned from your HotSchedules roster, but OneClick uses its own credentials (not HotSchedules credentials). This reference explains how sync works, the three first-time sign-in paths (Google, Create an Account, Operator CFA Franchisee), how multi-store accounts switch between stores, the 3-month archive rule, and what the common sign-in errors actually mean.
Before you start
This is a reference article. Read it once, return when needed. For step-by-step sign-in and troubleshooting, see Sign In to OneClick.
How OneClick sync works
OneClick is synced to your HotSchedules roster. Every team member on the schedule automatically has a OneClick account provisioned using their HotSchedules email. The account is not active until the team member signs in for the first time and sets a OneClick-specific password.
OneClick does not use HotSchedules credentials. You cannot sign in with your HotSchedules password. The HotSchedules email is only the account identifier; the password is new and specific to OneClick.
Syncs run automatically at midnight each night. Manual sync cycles after a profile edit complete in 1 to 15 minutes. If a new hire was added to HotSchedules today and cannot sign in, the most likely explanation is that the midnight sync has not happened yet.
The three sign-in paths
Which path a team member uses on their first sign-in depends on their HotSchedules email:
| HotSchedules email type | First-time path | Returning path |
|---|---|---|
| Google-based (gmail.com, or any Google-managed workspace) | Google Sign-in | Google Sign-in |
| Non-Google (any other domain) | Create an Account | Email plus password |
| Operator (regardless of HotSchedules email) | Create an Account using CFA Franchisee email | Email plus password |
The Operator path is the edge case worth highlighting: regardless of what the HotSchedules record shows, an Operator should always use their CFA Franchisee email to Create an Account. The store automatically attaches to that email.
What a leader can do after signing in
Once signed in as a leader, OneClick unlocks the getting-started flows:
- Sync with Vendor Bridge (CFA Home integration for Team Member and Schedule data)
- Access the OneClick Academy (Trainer permissions or higher, by default)
- Assign permissions or request permission changes for team members
See Connect OneClick to Vendor Bridge and Understand the OneClick Academy for each.
Multi-store accounts
OneClick supports leaders who work across multiple stores. Two mechanisms make this work.
Same email across stores. If a leader uses the same HotSchedules email at Store A and Store B, their OneClick account sees both stores automatically. After signing in, they switch between stores by tapping the profile icon at the bottom left and choosing Switch Account.
Different emails. If a leader has different HotSchedules emails at Store A and Store B and cannot change them, OneClick Support can manually link the accounts. Contact Support with the leader's name and both store numbers.
Long-Term Employee tag. If a leader is not regularly scheduled at Store B but still needs access, add the Long-Term Employee tag to keep them in the OneClick roster regardless of schedule. This bypasses the 3-month archive rule. Contact Support with the store number and leader name to apply the tag.
Multi-store leaders may carry different permission levels and different training ratings at each store. Permissions can be standardized across stores on request, but default behavior is per-store independent.
Each store has its own Service Account for iPads and shared devices. Store A's Service Account will not work at Store B. See Understand the Service Account for details.
Archive behavior
OneClick automatically moves team members to Archived status when they have not been scheduled in HotSchedules for 3 months. Archived team members cannot sign in.
To restore access, a leader schedules the team member for an upcoming shift. The next sync cycle (1 to 15 minutes, or the next midnight, whichever comes first) reactivates the account. No manual intervention is needed beyond the scheduling action.
Web version
OneClick runs in a web browser as well as the native apps. Navigate to https://login.oneclickapp.com, sign in with your OneClick credentials, and bookmark the page for easier access. The web version is functionally identical to the native app.
Common errors and what they mean
Two specific error messages surface most frequently. The troubleshooting steps for each are in Sign In to OneClick; what each error actually indicates is here.
"Sorry, this email address is not yet associated with a restaurant location." Usually one of three causes: wrong email for your HotSchedules record; new hire whose midnight sync has not run yet; or a server miscommunication that has left your record stale.
"Sorry, you don't have permission to access this location." Usually one of two causes: recent store move that the sync has not caught up to; or you are marked archived or terminated at this location (the Team Member checkbox is unchecked).
CFA Wi-Fi sometimes blocks sign-in. Sporadic and specific to the initial authentication flow. Switching to a phone hotspot lets sign-in complete; once authenticated, CFA Wi-Fi works fine for ongoing use.
Common gotchas
Trying HotSchedules credentials. OneClick credentials are separate. Google Sign-in if Google-based, Create an Account otherwise.
Operator creates a second account for a second store. Do not. Sign in with the first store and use Switch Account.
Multi-store leader cannot see Store B after Switch Account. The HotSchedules emails differ between stores. Contact Support to link them manually.
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Related articles
- Sign In to OneClick (How-To Guides)
- Download the OneClick App (How-To Guides)
- Understand the Service Account (Reference)
- Understand Permission Levels (Reference)
- Connect OneClick to Vendor Bridge (How-To Guides)
Still stuck?
Contact OneClick Support from the Chat menu, or email support@oneclickapp.com.