Inviting staff

You add people to your team by invitation: you set their email, where they may work and what they may do; they set their own name and password from the emailed link.

Who can do this: the Administrator only. (Staff whose roles include Manage Staff may see an Invite button, but the server reserves inviting — and enabling or disabling accounts — for the Administrator, because those actions spend seats.)

Before the form: the seat consequence#

Pressing Invite staff first states what the invite will cost — a free seat means "there is no charge"; with none free you can Buy a seat in the same flow; on the Free plan, which sells no seats, the path is an upgrade. Details on Seats & add-ons.

The invite form#

• Email address is the only identity field — "An email will be sent to the staff member to securely set their password and log in." One email, one account: inviting an address that already exists is refused.
• Access scope is the big decision. Store scope: "Staff will only be able to access specific assigned stores." — you then pick their stores and their roles per store. Global scope: "Staff will have automatic access to all stores in the business."
• Roles decide what they can do — see Roles & permissions. Send an invite with no roles and the form warns you what you are creating: "No roles selected. This account will be able to view pages but change nothing. Assign a role to let them work."

Between sending and accepting#

The invitation itself claims no seat — the seat is taken the moment the invitee accepts. That has two useful consequences:

• If every seat is taken when they click the link, they see a polite refusal — "this workspace cannot add you right now — please contact your administrator and try this link again" — the link stays valid, and you get an email telling you a seat is needed. Free a seat or buy one, and the same link works.
• If several invitations are outstanding and fewer seats are free, the Staff page warns you ahead of time and offers Buy seats.

Invite links expire after a short time for safety. Resend invite on the pending row mints a fresh link (and invalidates the old one); Cancel invite withdraws it.

What the invitee sees from their side is covered in Invited staff: first sign-in.

Related pages#

Invited staff: first sign-in · Staff & seats · Roles & permissions