October brings a new dashboard that tells you what needs doing, workflows that run in order, rebuilt reminders, notes on users and automatic document uploads. Here's everything that's new in Canyou this month.
A Dashboard That Tells You What Needs Doing
Your dashboard is now a to-do list for your business. Canyou looks across your users, workflows, certifications, visas and reminders and pulls everything that needs you into one place, sorted into groups: Fix (something's broken), Review (waiting on you to approve), Reminders, Renew (expiring certifications and visas), Chase (waiting on someone in your team) and Setup.
Most items can be handled right there. Approve someone who wants to join, review a certification, nudge a user who's been stuck on a task for a week, or resend an invite, all without hunting through menus. Not ready to deal with something yet? Snooze it until tomorrow, next week or next month and it'll come back when you said. Items clear on their own once they're sorted, so the list stays accurate without you ticking things off.
If you look after more than one business, the new All businesses view shows how much is waiting in each one, so you know where to start your morning.
Workflow Steps
You can now split a workflow into steps that run in order. Tasks in a later step stay locked until everything in the step before is done, and the people assigned to them aren't notified or reminded until it's their turn.
This means things happen in the right order. Collect a new starter's profile, tax and bank details in step 1, and only sync them to Xero in step 2, once the information is actually there. Users also see a few tasks at a time instead of a long list, so onboarding feels less overwhelming. Your existing workflows have been set up with steps automatically, so nothing changes until you want it to.
The Workflow Designer Now Spots Problems For You
As you build a workflow, Canyou checks the order of your tasks and warns you about anything that's likely to go wrong. For example, if a Xero or Deputy sync would run before the payroll details it needs have been collected, you'll see a warning and a Fix for me button that moves the sync to the right step. Problems that would stop a workflow working properly have to be fixed before you can save.
It's a safety net that catches setup mistakes before your users run into them.
Learn about designer warnings →
Set Custom Fields Automatically From a Workflow
The new Set User Field task fills in a user's custom fields for you when its step starts. Nobody has to complete it. Use it to keep details up to date as people move through a workflow, such as setting a candidate's stage to "Registration sent" when their pre-hire workflow starts, or copying an answer from an earlier form into their profile.
That's less manual updating, and your Users page filters and exports always reflect where each person is up to.
Set up the Set User Field task →
Reminders, Rebuilt
Reminders are now rules you set up once. Point a reminder at a date custom field, like a start date or apprenticeship start date, and it runs separately for every user who has that date filled in. You can track dates before or after it ("3 months after start date"), repeat every year, notify on several days ("30 days before and on the day"), limit it to certain positions, and choose exactly who's notified, including the user themselves. One-off business dates, like an insurance renewal or lease expiry, are covered too.
The Upcoming tab shows what's due in the next 30 days, and you can mark each date done once it's handled so nobody gets chased about it again. You can also add a reminder straight from any date field on the Custom fields page.
It means probation reviews, apprenticeship milestones and renewals stop slipping through the cracks, without anyone keeping a spreadsheet of dates.
A Faster, Smarter Users Page
The Users page has been rebuilt as a clear table showing each person's position, role, status, the date they were added and their progress. It now loads page by page, so it stays quick even for large teams.
Finding the right people is much easier:
- Needs attention shows only users who haven't finished everything, so you can follow up in one click.
- More filters lets you filter by who added a user, when they were added, or any of your custom fields.
- Date filters like Last 30 days keep rolling, so a saved filter always shows up-to-date results.
- Sort by name, position, role, status or date added, and add a second level to break ties.
Save any combination as a filter your whole team can use, like "New starters this month" or "Incomplete onboarding", and star one to open by default.
Learn how to filter your users →
Export Certifications and Visa Details With Your Users
The user export can now include certifications and visa details as well as custom fields. Switch on what you need and Canyou adds a status and expiry date column for each certification, plus each user's latest visa check result and visa expiry date. The export uses the filters on screen, so you only get the people you want.
That makes audits and compliance reporting a single download, like a spreadsheet of every forklift licence on site and when it expires.
Notes on Users
Every user now has a Notes tab where your team can keep a record of check-ins, conversations and anything else worth remembering. Notes support headings, lists, bold text and links, and show who wrote them and when. Archive old notes to keep things tidy.
Notes are for your team only. The user they're about never sees them, so you can keep everything about a person in one place instead of scattered across emails and notebooks.
Entry Points Have Their Own Page
Entry points, the QR codes and links people scan to join your business, now live on their own page under Users > Entry points. Each one shows its approval flow and positions at a glance, with buttons to copy the link or download the QR code.
It's easier to run a different entry point for each site, team or role, like one for new staff and one for contractors, and print the right QR code for each.
Send Documents to Your Other Systems Automatically
New Document rules turn information already in Canyou into a PDF and upload it to another system you use. Choose what triggers it (a workflow being completed, a task being completed or a certification being approved), where it goes, and how the file is named. From then on it happens automatically, and you can upload past documents too.
No more downloading files and uploading them somewhere else by hand. If an upload ever fails, it shows on your dashboard with a Retry upload button.
Email Signed Documents to Signers
E-sign templates have a new option: Email completed document to signer. Tick it and, once everyone has signed, each signer is emailed the fully signed PDF as an attachment, with a button to view it in Canyou.
Your users get their own copy of contracts and agreements without you having to send them out.
Update your e-sign templates →
Password-Protected PDFs Now Upload
Some PDFs, like certificates from training providers, come with encryption applied and used to be rejected. Canyou now unlocks them automatically when you upload them, and if a PDF needs a password to open, you'll be asked for it. No more re-saving files before you can upload them.
Built-in Integration Fields
When you sync users to Xero, Deputy, MYOB or Cloud Payroll, Canyou now records each user's employee ID in that system and when they were last synced. These show on the Custom fields page under Built in. Turn the "last synced" field into a filter to quickly find anyone who hasn't been synced yet.
Start Date and Bank Statement Text in Xero Sync
When you sync a user to Xero, you can now set their Start date and the Bank statement text that appears on their bank statement when they're paid (it's still "Wages" unless you change it). That's two fewer things to fix up in Xero afterwards.
Missed last month? What's new in Canyou: September 2026 covers custom fields, filtered exports, completion notifications and Xero sync overrides.
Questions? Visit our support page or reply to any email from us.
