User Management and Role-Based Permissions

Managing your team's access ensures that staff members have the exact tools they need without exposing sensitive financial, subscription, or account-level settings. This lesson covers navigating the user directory, managing pending team invitations, and crafting custom roles with tailored feature permissions.

Key Takeaways

• The Administrator Profile: Every newly generated account starts with a single default user assigned to the Administrator role. This role is automatically granted to the account creator and carries unrestricted, platform-wide master access.

• Dispatching Team Invitations: To grant dashboard access to a colleague, click Invite user, input their business email address, assign them an active role, and send the invitation. The system logs the request under a "pending" status while an automated registration link is dispatched to their inbox. Once the recipient verifies their identity and establishes an account, their profile automatically migrates to the active Users directory tab.

• Managing Pending Outbox Requests: If an invitation remains unaccepted, clicking Manage invitation allows you to send an automated nudge using the Send reminder button. Alternatively, if an invitation was sent by mistake or needs to be canceled, clicking Delete invitation instantly redacts the token and voids the signup link.

• Crafting Custom Security Roles: To restrict baseline access for general staff, click Create role and designate a clear internal title (such as "Manager"). The interface provides a granular checklist where you can manually check or uncheck permissions for individual features.

• Isolating Administrative and Financial Controls: When building mid-level roles, you can grant comprehensive access to day-to-day operational tools—including contacts, loyalty rules, marketing campaigns, gift cards, and prepaid features—while explicitly leaving the Admin permission box unchecked. Restricting this key permission safely blocks non-administrative staff from altering critical account variables, modifying billing data, or changing the platform subscription tier.

• Audit Logs for Assigned Roles: Clicking into any established role profile displays a dedicated user ledger at the bottom of the page. This ledger outlines every team member currently bound to that specific role, making it easy to audit team permissions at a glance.

Dashboard Checklist

1. Navigate to User management in the left-hand navigation menu directly underneath your business profiles.

2. Click Create role, type a descriptive title (e.g., Manager), and select the features your team needs to access.

3. Intentionally leave the Admin permission toggle unchecked to protect your billing and subscription data, then click Submit.

4. Click Invite user from the main dashboard screen, input your team member's email address, and select your newly built custom role from the dropdown menu.

5. Click Invite user to deploy the verification email to your staff member.

6. (Optional) Click Manage invitation on any active pending row to dispatch an account reminder or delete a stale registration link entirely.