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Link a login to an employee

Quick answer

Setup ▸ Users ▸ Edit on the login ▸ Linked employee ▸ choose the person ▸ Save changes.

What you'll accomplish

The orders, shifts and sales made with a login are credited to the right member of staff.

When to use this

  • A person's Overview shows Not linked to an employee on cards such as My open orders or My average this shift.
  • You have just added someone in Manage ▸ People and they already have a login.
  • A login was linked to the wrong person.

To give someone a login for the first time, use Add a user — you can choose the Linked employee there as you create it.

Who can do this

Administrators and owners — anyone who can edit users in Setup ▸ Users.

Before you begin

The person must exist in Manage ▸ People. The list only offers people who are recorded there and active. See Staff records.

Steps

  1. Open Setup ▸ Users.
  2. Find the login in the list and select Edit on its row.
  3. Under Linked employee, choose the person.
  4. Select Save changes.

Expected result: the window closes, User updated appears, and the login's row shows the person's name in the Linked employee column.

Follow the same steps and choose Not linked in step 3. The row then shows Not linked.

Important rules

One person per login. A login is credited to one member of staff at a time. Choosing someone else replaces the previous link.

Inactive staff are not offered. Someone who has been made inactive in Manage ▸ People does not appear in the list. If a login is still linked to someone who has since left, their name shows with (inactive) so you can see it and choose someone else.