Settings & users
Users and roles
Invite your team, choose what each role can do, and set staff PINs for the POS.
Inviting users
Go to Settings → Users & roles and press Add user:
- Enter their Name, Email, and optionally a Phone.
- Set an initial Password (they can change it later under My account).
- Optionally set a POS PIN — 4 to 8 digits — so they can identify themselves on shared POS devices.
- Choose which Locations they belong to: all locations, or tick specific ones.
- Pick their Role — and if someone wears different hats at different sites, you can assign a different role per location (e.g. manager at the city store, staff at the beach store).
The user list shows everyone's role, locations, and whether they have a PIN set. You can edit, remove, or update anyone from here at any time.
What each role can do
| Role | In plain language |
|---|---|
| Owner | Everything. Billing-level control, all settings, all locations, plus owner/admin-only areas like the company audit log. |
| Admin | Same day-to-day powers as the owner: manage users, integrations, AI tools, and all settings. |
| Manager | Runs the business day to day — products, orders, refunds, discounts, bookings, reports, and most settings. Can't manage the company audit log or other users' security. |
| Staff | Works the floor — sign in to the POS, take orders and payments, manage devices, and edit their own account. No access to business settings or reports. |
A few specifics worth knowing:
- Refunds, voids, and comps at the POS can require a manager: when a staff member tries one, the screen asks for a manager's PIN to approve it on the spot.
- AI Chats and the AI assistants are available to owners and admins only.
- The company audit log (security-sensitive history like API keys and integration changes) is owner/admin only — managers see the per-location order audit log instead.
Per-location roles
When adding or editing a user, assign roles per location instead of one global role. This keeps multi-site teams tidy: your area manager can be a manager everywhere, while a shift lead is manager at one site and staff elsewhere. See Locations for how locations work.
Staff PINs for the POS
PINs identify who is doing what on shared tills:
- Staff enter their PIN to act on the POS, so sales, refunds, and voids are attributed to the right person in the Staff activity report.
- Managers approve overrides (refunds, voids, comps) by entering their own PIN on the staff member's screen.
- PINs are 4–8 digits, set when creating the user or any time after by editing them. Each person can also change their own PIN under Settings → My account.
- Managers and above are periodically prompted to rotate their PIN — a gentle banner, not a lockout.
Fine-grained permissions
Beyond roles, individual toggles let you tailor what someone can do — for example Modify orders (POS) (whether they can edit placed orders) and Manage devices (whether they can pair and configure kiosks and tills). Set these in the same user dialog.
Account security
If a team member loses access to their authenticator app, an owner or admin can reset their two-factor sign-in from the user list so they can re-enrol. For your own security settings, see Company settings.