Staff & seats
Staff accounts, their statuses, and how seats are counted.
The Staff page is your team's directory — who can sign in, which stores they work in, and what roles they hold.
Who can do this: any staff member whose role includes Manage Staff can view the list (a store-scoped viewer sees only colleagues in their own stores). Inviting someone and switching an account on or off are the Administrator's alone; see The Administrator.
The four statuses#
- Pending — invited, but the invitation has not been accepted yet. A pending account cannot be edited; resend or cancel the invite instead.
- Active — accepted and working.
- Disabled — you switched them off. As the dialog says: "Disabling this account will block the user from entering the system." You can enable them again at any time (which takes a seat).
- Suspended — the platform switched them off after a downgrade left the plan unable to cover their seat. Your Disable/Enable toggle cannot clear this one: "Move to a plan that covers it to bring it back."
Seats, briefly#
A staff member occupies one seat from your plan's allotment (plus any bought seats). The mechanics live on Seats & add-ons; the three facts that matter here:
- The Administrator never uses a seat.
- An invitation costs nothing — the seat is taken when the invitee accepts.
- Deleting a staff member frees their seat. Disabling blocks their sign-in but does not free the seat — and a bought seat keeps billing either way until you release it on the Billing page.
Row actions#
Each row's menu offers Edit, Resend invite / Cancel invite (on pending rows), Disable account / Enable account, Send password reset, and Delete staff.
Two of them deserve their dialogs read 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, deliberately: an admin reaching for this is usually removing access right now. On a pending row this action is refused — their credential is the invite link, so resend the invite instead.
- Delete staff — "This action cannot be undone." Their access ends and their seat frees. Records they created keep working: history shows them as a former staff member rather than breaking.