Inviting staff
Send an invitation, choose scope and roles, and what happens before and after the person accepts.
You add people to your team by invitation. You enter their email address, where they may work and what they may do. They choose their own name and password from the link in the email.
Who can do this: only the Administrator. Inviting someone uses a staff seat, which is paid capacity, so no role can give this power to anyone else. The Invite staff button shows only for the Administrator.
Before you start#
- Check that you have a free seat, or are ready to buy one. See Seats & add-ons.
- Decide the person's scope (global or store) and roles. See Roles & permissions.
- Have the exact email address. You cannot change it after you send the invite.
Send an invitation#
- Go to Staff > Manage staff.
- Select Invite staff. If an extra seat is needed, a dialog explains the cost first. A free seat means there is no charge. If no seat is free, you can Buy a seat from the same dialog. If your plan does not sell extra seats, the button is replaced by an upgrade button.
- Enter the Email address.
- Choose the Access scope:
- Store scope: "Staff will only be able to access specific assigned stores." Then pick their stores and their store roles.
- Global scope: "Staff will have automatic access to all stores in the business." Then pick their global roles.
- Select Send invite.
Fields#
| Field | Rules |
|---|---|
| Email address | Required and must be a valid email. One email is one account. An address that already exists or is already invited is refused. |
| Access scope | Store scope or Global scope. Switching scope clears the choices you made for the other scope. |
| Store assignments | For store scope. The stores this person can use. |
| Store roles / Global roles | What they can do. If you choose none, the form warns: "No roles selected. This account will be able to view pages but change nothing. Assign a role to let them work." If your plan has no roles, the role pickers do not show. |
Behind the scenes#
The invitation itself uses no seat. The seat is taken when the person accepts. This has two results:
- If every seat is full when they open the link, they see a message that the workspace cannot add them right now. The link stays valid, and you get an email that a seat is needed. Free a seat or buy one, and the same link works.
- If more invitations are waiting than seats are free, the staff page warns you, for example "2 invitations are waiting and only 1 seat is free.", and offers Buy seats.
What the invited person sees is covered on Invited staff: first sign-in.
Watch out#
- Invite links expire. For safety, a link works only for a limited time. Use Resend invite to send a fresh link. The old link then stops working.
- Cancel invite removes the invitation. Both actions are in the row's menu on the staff list.
Troubleshooting#
| Symptom | Cause | Fix |
|---|---|---|
| You do not see Invite staff. | You are not the Administrator. | Ask the Administrator to send the invite. |
| The invite is refused because the email exists. | That address already has an account or a pending invitation. | Find it in the staff list. Resend or cancel the old invite. |
| The person says the link does not work. | The link expired, or a newer link replaced it. | Use Resend invite and ask them to use the newest email. |
| The person says the workspace cannot add them. | No staff seat is free. | Free a seat or buy one. The same link then works. |
Related pages#
Invited staff: first sign-in · Staff & seats · Roles & permissions