Staff logins and roles

When you need this

• A new staff member needs a login.
• Someone has a new job and should see more, or less, of the app.
• Someone has forgotten their password, or their name is wrong on file.
• Someone has left.

Every login has a role: the set of things that person can see and do. You make the roles once, then give each staff member one.

Steps

Add a new staff member

1. In the menu, open Settings. Under Team & security, press Team.
2. Below the staff list, under Pending Invitations, press Invite Member. Invite member opens on the right.
3. Email: the staff member's email address. They sign in with it.
4. Role: the role they should have. If you have no roles yet, the panel says There are no roles to give yet. Press Make a role, and see Make a new role below.
5. Press Send invitation.

They get an email with a link to join. The invitation waits under Pending Invitations until they accept it.

When the invitation doesn't reach them

Each pending invitation's actions are in its ⋮ menu.

• Resend emails them a new link. The earlier link stops working, so they should use the newest email.
• Set up login is for someone who can't open the email. Type their First name, Last name and a Password, then press Set up login. They join the staff list straight away, and sign in with the invitation's email address and that password. Give them the password in person.
• Cancel invitation stops the invitation from working. You can invite them again later.

Give someone a different role

1. On Team, open the person's ⋮ menu and press Change role.
2. Role: choose the new role.
3. Press Save. The change takes effect the next time their screen loads.

You can't change your own role or the owner's: those rows don't offer Change role.

Correct someone's name or phone number

1. In the person's ⋮ menu, press Edit details.
2. Correct First name, Last name or Phone (optional). Their email is how they sign in, so it can't be changed here.
3. Press Save details.

Send someone a password reset

1. In the person's ⋮ menu, press Send password reset.
2. Check the email address in the message, then press Send code.
3. Tell them to look in their email for a 6-digit code. Their old password keeps working until they use the code.

Someone has left

1. In their ⋮ menu, press Remove member.
2. Press Yes, delete it! to confirm. They can no longer sign in to your business.

This can't be undone: if they come back, invite them again. The owner can't be removed. To hand the business to someone else, the owner uses Transfer ownership in their own ⋮ menu.

Make a new role

1. In the menu, open Settings. Under Team & security, press Roles.
2. Press New role.
3. Name: what your staff call the job, for example Front desk or Accounts clerk.
4. Press Create role. The role's page opens, with nothing turned on yet. Choose what it can do, as below.

At a lab, New role also asks for the role's Kind: Staff for your own people, Partner for a partner hospital's staff, who see only that hospital's patients, invoices and receipts.

Choose what a role can do

1. On Roles, click the role.
2. Permissions are grouped by area of the app, the way the menu is (for example Billing, Payments, Cash and banking, Reports, Team and access and Settings). Each area shows how many of its permissions are on.
3. For a whole area at once, press None, View only or Full access.
4. To choose one by one, click the area's name to open it. Each row has boxes under View, Create, Edit and Delete, and any other actions under More actions. Tick or untick them.
   • To find one permission, type in the search box. Only show what's on hides the rest.
5. Press Save at the bottom. It says how many permissions you are adding and removing. Discard changes puts back what was there.

Everyone with the role gets the change the next time their screen loads.

Rename or delete a role

• Edit details on the role's page renames it. The Owner role can't be renamed.
• Delete role removes it, and everyone who had it loses its permissions. Give them another role first.
• Turn everything on gives the role every permission, deleting included. Use it only for a role you trust with every screen.

The Cashier and Cashier Supervisor roles (shops)

A shop that sells on the till starts with two roles already made. They are ordinary roles: you can rename them, change them or delete them, and the app never changes them back.

Role	What it can do
Cashier	Sell on the till, add and edit customers, take payments, and open and close their own shift
Cashier Supervisor	Everything a cashier can, plus see every cashier's shift, approve a receipt reprint, record expenses, and make and email quotations

For now, both roles can also add and edit products.

A supervisor approves a reprint on the cashier's till with their own PIN, so they need a login at that shop. After you change a role, cashiers who have it sign in to the till again, with the till online, to get the change.

What you should see

• Invitation sent to … after inviting someone.
• Role changed, Details saved or Reset code sent after each action on Team, and the list updated.
• Permissions saved after saving a role, with the area counts showing what's on.
• The staff member sees the new menu and screens the next time their screen loads.

If something goes wrong

• A staff member says a menu item is missing, or sees "Access Denied": their role doesn't include it. Open their role and turn on View for that area, or give them a different role.
• An action is greyed out, with "You do not have access to this feature": your own role doesn't include it. Ask the owner.
• The app says they already work here, and nothing is sent: they are already on the staff list. Use Change role if they need a different role.
• Change role isn't offered on a row: it's your own row or the owner's. Someone else must change yours.
• Edit details is greyed out, with "They belong to another business too, so only they can change their details, from Account": the same login is used at another business. Ask them to change it themselves.
• Turn everything on or Delete role is greyed out: there are unsaved changes on the page. Press Save or Discard changes first.