Inviting a staff member and assigning permissions

When to do this

When a new person needs access to Easy Order for one or more stores, create them as a staff member from the Team and permissions section: the process generates an account with a temporary password and configurable permissions, without the person needing to sign up on their own.

Before you start

• You must have access to the Staff management menu entry in settings.
• Assigning a store to a staff member requires a paid plan: on the Free plan the maximum number of people assignable per store is 0, so creation will only succeed if you assign no store, or you'll first need to upgrade to a higher plan.
• Have the email address of the person to invite ready: it will be their login username and cannot be changed afterwards.

Steps

1. Open Staff management from the menu and press Add staff. A two-step wizard opens: Details and Permissions.
2. In the Details step, fill in:
   • Full name (optional);
   • Email — becomes the login username and cannot be edited after creation;
   • Phone (optional), with an international prefix selector;
   • Assigned stores, shown as "ASSIGNED STORES · N of M": select one or more stores from the list, or use the All shortcut;
   • Initial preset: choose between the Staff or Manager cards, which pre-fill the permissions in the next step (still editable afterwards).
3. Press to move to the Permissions step. You'll find two sections:
   • General permissions · all stores: a list of toggles for functions valid across the whole tenant;
   • Operational permissions · per store: permissions configurable individually for each assigned store. The preset chosen in step 1 pre-selects these toggles; change them freely before confirming.
4. Press Confirm and create.
   • If you assigned at least one store and the tenant's plan doesn't allow further members for that store, creation fails (see Prerequisites: check the plan before retrying).
   • If the email is already in use, the Email field flags the error and you stay on the Details step.
5. On success, you'll see the Staff created screen with the summary of the one-time credentials: Email, an automatically generated Password, and a notice that this password won't be shown again. Only if you filled in the Phone field in the Details step, you'll also see a ready-to-share message preview with a Share via WhatsApp button; without a phone number this section doesn't appear and the password must be shared through another means.
6. Note down or share the shown password right away, then press Close: from this point the password can no longer be retrieved from the interface and will need to be reset by the person themselves if lost.

Effect on data

Creating the staff member generates a new authentication user, links them to the tenant with the chosen stores and permissions, and records the granular per-store permissions. The password shown only once is never saved in plain text: if lost, it must be reset through the password recovery process.

Frequently asked questions

Why can't I assign a store to a new staff member? Check the tenant's plan: on the Free plan the limit of members per store is zero, so every store assignment is rejected until you upgrade to a higher plan. If the plan is already paid and the assignment keeps failing, contact support.

Can I change permissions after creation? Yes, reopen the person's record from the Staff list to change stores and permissions at any time.

Does the invited person receive an automatic email? No: the generated password is shown only once to whoever creates the account, who must communicate it to the person concerned (for example via the message preview or WhatsApp).