Invite someone to the back office
Give a person their own account in the admin web app, choose their role, and manage owners, pending invitations and removal.
On this page
The back office is the admin web app where you manage the menu, staff, reports and settings. People get in with their own email account, separate from a POS PIN, and they get exactly the permissions of their role.
Before you start
- You need the Send back-office invites permission. Owners and managers have it.
- Decide the role first. You can only invite someone with a role whose permissions and limits do not go beyond your own, so a manager cannot invite someone as Owner. Personal permissions on the invitation follow the same rule.
- You need the person's email address.
Invite someone
From a staff member's page
Use this for people who already work for you.
- Open Staff and select the person.
- Make sure they have a role. Without one the sheet shows "Give {name} a role first" and you cannot continue.
- Select Invite to back office and enter their email.
- Select Send invite. The invitation takes their role and personal permissions with it.
Someone who is not on the staff list
- Open Staff and select Invite to back office.
- Enter the email and choose Signs in as: the role they get.
- Select Send invite.
An email is sent, and the Invitation created. panel shows a link you can copy and share yourself ("Share this link with them."). If the email fails, the invitation still exists and the link still works.
What the invited person does
They open the link, create their own account (or sign in) and join your business. The link is valid for 48 hours. After that the invitation is gone and you send a new one. A new invitation to the same address replaces the open one: only the latest link works.
Pending invitations show in the staff list with the badge Invited, and under Other back-office access at the bottom of Staff, with Copy invitation link and Cancel invitation.
Owners
- An owner can do everything, always. Only an owner can make someone an owner, change an owner or remove one.
- On a member's page, Access is either Owner (everything) or Their role. An owner stepping down chooses Role after stepping down.
- A business always keeps at least one owner. The last one cannot be removed or stepped down: you see "A business always keeps at least one owner."
- You cannot change or remove your own back-office access.
Change or remove access
- To change what someone can do, edit their role or give them a different one. See Roles and permissions.
- To end access, open their page and choose Remove back-office access. They lose the back office and their open sessions, and their assistant history and connected agents are removed with it. Their staff profile, PIN, hours and history stay, and you can invite them again.
Common questions
Is this the same as the POS PIN?
No. The PIN is for the tablet. See Add staff and set up their access.
Can the invited person pick their own role?
No. The role is fixed by the invitation. Change it afterwards on their staff page.
The invite email did not arrive
Copy the link from Copy invitation link and send it yourself. Check the address for typos.
If something goes wrong
| Message | Code | Fix |
|---|---|---|
| This person already has back-office access. | BACK_OFFICE_ALREADY_MEMBER | Nothing to do; edit their role instead |
| This staff member already has back-office access. | BACK_OFFICE_STAFF_LINKED | Same |
| Pick the role this person signs in with. | BACK_OFFICE_ROLE_REQUIRED | Choose a role |
| Only an owner can change owner access. | BACK_OFFICE_OWNER_ONLY | Ask an owner |
| A business always keeps at least one owner. | BACK_OFFICE_LAST_OWNER | Make someone else an owner first |
| You cannot change or remove your own back-office access. | BACK_OFFICE_SELF | Ask another owner |
| You cannot grant a permission you do not have yourself. / You cannot give a limit higher than your own. | Ask an owner to send the invite |