Help CenterSettings

Users & Staff

Manage Users & Staff

Use Users & Staff to create staff accounts, assign roles and permissions, and deactivate access without losing history.

Before you start

  • Use a store owner or administrator account.
  • Decide what each staff member needs to do in the app.

What success looks like

  • Staff see only dashboard areas their role allows.
  • Permission changes control dashboard and POS access.
  • Each user can sign in with their own email and password.

Quick start

The shortest path through this area.

  1. 1Open Settings > Users & Staff.
  2. 2Add a staff member with a name, email, initial password, and role, or open an existing account.
  3. 3Review role and permission sections.
  4. 4Grant only the permissions needed for that person’s job.
  5. 5Save changes.
  6. 6Ask the staff member to sign out and back in if permissions changed while they were active.

Common tasks

Open only the task you need.

Add a staff memberGive each person their own account and only the access their job requires.
  1. 1Choose Add Staff Member and enter the person’s name, email, and a unique initial password of at least 12 characters.
  2. 2Assign the closest role for their responsibilities.
  3. 3Add the staff member and give the initial password to that person through a secure channel.
  4. 4Ask them to confirm they can reach the required areas and cannot reach restricted ones.
Create a custom roleUse a custom role when built-in access is consistently too broad or too narrow for a job.
  1. 1Open Roles & Permissions and choose Create Custom Role.
  2. 2Name the role for the job, not a specific employee.
  3. 3Select only the page and action permissions needed for normal work.
  4. 4Save, assign it to a test staff account, and verify the dashboard and POS before wider use.
Change or remove accessRole changes and offboarding should happen promptly.
  1. 1Open the staff member and change assigned roles when their responsibilities change.
  2. 2Save and ask the person to sign out and back in.
  3. 3Deactivate the account immediately when the person should no longer sign in; do not share or reassign their account.
  4. 4Keep the inactive account so past transactions and activity remain attributable.
Troubleshoot missing accessCheck the user and role before assuming the page is unavailable.
  1. 1Confirm the user is active and has the expected role.
  2. 2Open the role and verify both the area and the required action permission.
  3. 3Save any correction, then have the user sign out and back in.
  4. 4If access is still wrong, record the page and intended task for support rather than granting a broader administrator role.

How this area works

Reference information for the choices on this page.

Permission planning
  • Cashiers usually need POS and limited customer/order access.
  • Inventory staff may need inventory, product, pricing, and import access.
  • Managers may need reports, refunds, users, and payment setup access.
  • Limit settings and payment access to trusted administrators.
Security guidance
  • Each staff member should use their own account.
  • Remove access promptly when someone leaves.
  • Review permissions after role changes.
Actions on the Users & Staff page
  • Use Staff Members search to find a user by name or email.
  • Use All, Active, and Inactive filters to review current or disabled staff accounts.
  • Use Add Staff Member to create an account with a unique initial password of at least 12 characters and assign the right starting role.
  • Use Edit to update user details, assign or remove roles, change permissions, or set a new password. Leave the password blank when you do not want to change it.
  • Use deactivate/reactivate to remove or restore staff access without losing history.
  • Use Roles & Permissions to review built-in roles and create custom roles for your store workflow.
  • Use Create Custom Role or Edit Custom Role to set role name, description, and permission groups.
  • Use section and category permission toggles carefully because they can grant access to entire areas such as inventory, orders, reports, payment setup, settings, or staff management.

Troubleshooting

Choose the symptom that matches what you see.

A staff member cannot see a page

Review that staff member’s permissions and ask them to sign out and back in after changes are saved.

A staff member has too much access

Remove unnecessary permissions immediately and review recent activity if sensitive areas were accessible.

Continue with a related guide

Manage Store SettingsUse Point of SaleUse Payment Setup

Still stuck?

Open a support ticket. We’ll include this guide so you only need to explain what happened and where you got stuck.

Sign-in is required to protect store information.

Open support ticket