Last verified: 2026-05-19

Invite and manage staff

Invite team members by email, assign a role and location scope, and manage active staff accounts.

Who can do this

Dashboard paths

Page title for invitations: Staff Invitations — Manage and track staff invitation requests.

Prerequisites

• Organization and at least one location (sub-organization) created
• Role templates defined if you use custom roles (/admin/staff/roles)

Steps

1. Review roles

1. Open Dashboard → Staff → Roles (/admin/staff/roles).
2. Confirm built-in or Custom roles match job functions (orders, inventory, financials, etc.).
3. Custom roles drive hierarchical permissions sent with each invitation.

2. Send invitations

1. Open Staff Invitations (/admin/staff/invitations).
2. Click Send Invitation to open the Send Staff Invitation dialog.
3. Email Addresses (required): enter one or more emails; use Add Email for bulk invites.
4. Role (required): choose from the dropdown (custom roles show (Custom)).
5. Locations (optional): check specific branches/properties, or leave empty for organization-wide access (all current and future locations).
6. Review Invitation Preview (role name and location badges).
7. Click Send Invitation or Send N Invitations for bulk sends.
8. Wait for progress UI (Sending Invitations…) and success toasts.

Invitations expire after 7 days if not accepted.

3. Invite acceptance (staff side)

1. Invitee opens the link from email → /invite/{token}.
2. Page shows Staff Invitation with organization and inviter details.
3. Invitee either:
   • Sign In & Accept Invitation (existing account), or
   • Create Account & Accept Invitation (first name, last name, password).
4. After acceptance, staff lands on /staff.

4. Manage existing staff

1. Open Staff (/admin/staff) to view members, deactivate users, or adjust assignments (per UI).

Verify it worked

• Invitation appears on Staff Invitations with a sent/pending status.
• Invitee completes /invite/{token} without “expired” or “invalid token” errors.
• New staff user sees /staff with menus matching the assigned role (Understand staff permissions).

Common issues

Related articles

• Understand staff permissions
• Set up organization