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Add a user

Quick answer

Setup ▸ Users ▸ Add user ▸ name, email, password, role, and the employee it belongs to ▸ Create user.

Who can do this

Administrators. A manager attempting it is asked for approval rather than quietly refused, and cancelling that ends with KJB saying the action is not permitted for their role — with nothing created.

If you need someone added, that goes to an administrator.

Before you begin

Decide the role first. What a person can do follows from their role, so this is the decision that matters — not something to adjust afterwards. See Who can do what.

A user account is not a staff record. They are separate things: the staff record is the person who works here, the user account is a way to sign in. If the person works a till or the floor, add them in Manage ▸ People first, so you can link the login to them as you create it. See Staff records.

Steps

  1. Open Setup ▸ Users.
  2. Select Add user.
  3. Enter their Name and Email. Both are required.
  4. Enter a Password for them. It needs at least 8 characters, including a number and a special character such as ! or @.
  5. Choose their Role.
  6. Under Linked employee, choose the person this login belongs to, so their orders, shifts and sales are credited to them. Leave it as Not linked for an account that does not belong to one person.
  7. Select Create user.

Expected result: the person appears in the user list with their role and linked employee, and can sign in.

To link or change the employee later, see Link a login to an employee.

Things to know

Can approve manager overrides. Some accounts are allowed to approve the supervised actions other people request. That is a deliberate grant, and it is worth being sparing with — an approval everyone can give is not supervision.

Auto-lock. A terminal can lock itself after a period of inactivity, which matters on a device sitting in a public part of the restaurant.

Deactivate rather than delete. Someone who leaves is made inactive; their record stays attached to what they did.