Staff & seats
The staff list, the four account statuses, the row actions, and how staff use seats.
The Staff page lists your team: who can sign in, which stores they work in and which roles they hold.
Who can do this: anyone whose role lets them view staff can open the list. A store-scoped viewer sees only colleagues in their own stores. Inviting someone and switching an account on or off are for the Administrator only. See The Administrator.
Find a staff member#
- Go to Staff > Manage staff.
- Use the tabs All scopes, Global scope and Store scope to narrow the list.
- Type in the search box to find someone by name or email.
- Open Filters to show only one status.
- Select a row to open that person's page. It opens read only. It shows their scope, stores and roles, the Effective permissions those roles give, and, if your plan records it, their recent activity.
On a phone, search is a button in the toolbar. Swipe a row sideways, or press and hold it, to see its actions.
The four statuses#
- Pending: invited, but the invitation is not accepted yet. You cannot edit a pending account. Resend or cancel the invite instead.
- Active: accepted and working.
- Disabled: you switched the account off. The dialog says: "Disabling this account will block the user from entering the system. They will no longer be able to access any stores or features." You can enable it again later.
- Suspended: the platform switched the account off because your plan no longer covers it, for example after a downgrade. You cannot clear this with Enable account. The app says: "This account was suspended by the platform. Move to a plan that covers it to bring it back."
Row actions#
Open the menu on a row. What you see depends on the row and on your permissions.
| Action | What it does |
|---|---|
| Edit | Opens the staff page ready to edit scope, stores and roles. |
| Resend invite | Pending rows only. Sends a fresh link. The old link stops working. |
| Cancel invite | Pending rows only. Removes the invitation. |
| Disable account / Enable account | Administrator only. Blocks or restores sign-in. |
| Send password reset | Emails a code to set a new password. Not shown on your own row. |
| Delete staff | Removes the person for good. |
Two dialogs are worth reading closely:
- Send password reset: "We will email this staff member a code to set a new password. They will be signed out of every device immediately, and you will not see the new password." The sign-out happens first on purpose. When you use this, you usually want to stop their access now.
- Delete staff: "This action cannot be undone." Their access ends. Records they created keep working. History shows them as a former staff member.
Seats#
Each staff member uses one seat from your plan's allotment plus any seats you bought. The full rules are on Seats & add-ons. The points that matter here:
- The Administrator never uses a seat.
- An invitation costs nothing. The seat is taken when the person accepts.
- Disabling gives the seat back at once. You can use it for someone else straight away. A disabled person still counts toward your plan's staff limit until you delete them.
- Deleting frees both the seat and the place under your plan's limit.
- A bought seat keeps billing until you reduce your seat count on the Billing page, even when nobody uses it.
Watch out#
Troubleshooting#
| Symptom | Cause | Fix |
|---|---|---|
| Enable account is greyed out. | The account is suspended by the platform. | Move to a plan that covers it. |
| Send password reset is missing on a row. | The row is pending, or it is your own row. | Use Resend invite for a pending row. Change your own password in your user settings. |
| You cannot invite even though you disabled someone. | Disabled staff still count toward your plan's staff limit. | Delete staff you no longer need, or upgrade. The staff page shows Show disabled staff to help. |
| A colleague is missing from the list. | You are store-scoped, and they work in other stores or are global. | Ask someone with global access. |