Adding Team Members

How to invite and manage team members in your business

Manage Your Employees

Learn how to add employees, assign roles, and manage permissions in your SmartSell business. Create a collaborative environment for your staff.

What You'll Learn

  • • How to invite team members to your business
  • • Understanding different user roles and permissions
  • • Assigning staff to specific branches
  • • Managing team member access and status
  • • Setting up agent PINs for POS access

Understanding User Roles

SmartSell has different roles to match your team structure and security needs:

👑 Business Owner

  • • Full business control and access
  • • Manage subscription and billing
  • • Add/remove team members
  • • Access to all branches and data
  • • Business settings and configuration

🏢 Manager

  • • Manage assigned branches
  • • Add/edit products and inventory
  • • View reports and analytics
  • • Manage staff assignments
  • • Process refunds and adjustments

🛒 Sales Staff

  • • Access POS system
  • • Process sales and payments
  • • Handle customer transactions
  • • View basic inventory levels
  • • Limited to assigned branches

👀 Viewer

  • • Read-only access to reports
  • • View inventory and product data
  • • No transaction processing
  • • Perfect for accountants/auditors

Step 1: Invite Team Members

From your business dashboard, you can invite new team members:

  1. 1
    Navigate to Employee Management

    From your business dashboard, go to the Employees section

  2. 2
    Click 'Add Employee' or 'Create'

    This opens the employee creation form

  3. 3
    Enter their email address

    The person will receive an invitation email

  4. 4
    Choose their role

    Select Manager, Sales Staff, or Viewer based on their responsibilities

  5. 5
    Assign to branches (optional)

    Restrict access to specific store locations if needed

  6. 6
    Send invitation

    They'll receive an email with instructions to join

Step 2: Set Up Agent PINs

For sales staff who will use the POS system, you'll need to create PINs:

Why Agent PINs?

Agent PINs help track which team member processed each sale, making it easier to monitor performance and handle any transaction issues. They also provide a quick way to access the POS without full login credentials.

To set up agent PINs:

  1. 1 Go to Team Members page
  2. 2 Click on a team member's name
  3. 3 Create a 4-6 digit PIN in their profile
  4. 4 Share the PIN securely with the staff member
Learn More About Agent PINs

Managing Team Member Status

You can manage your team members' access and status:

Changing Roles

You can promote or change a team member's role at any time from their profile page. Changes take effect immediately.

Deactivating Members

If someone leaves your team, you can deactivate their access instead of removing them completely. This preserves sales history while preventing future access.

Branch Assignments

You can restrict team members to specific branches for security and organization. This is especially useful for businesses with multiple locations.

Best Practices

✅ Do This

  • • Give minimal permissions needed for the role
  • • Use unique PINs for each sales staff
  • • Regularly review team member access
  • • Deactivate ex-employees immediately
  • • Assign staff to appropriate branches only

❌ Avoid This

  • • Sharing PINs between multiple staff
  • • Giving everyone manager permissions
  • • Leaving inactive members with access
  • • Using simple PINs like 1234
  • • Forgetting to assign branch restrictions

Common Questions

What if someone forgets their PIN?

As a business owner or manager, you can reset any team member's PIN from their profile page. The new PIN takes effect immediately.

Can team members have different roles in different businesses?

Yes! If you have multiple businesses, you can invite the same person with different roles in each business. Their permissions are independent for each business.

How many team members can I add?

The number of team members depends on your subscription plan. Starter allows 5 users, Professional allows 25 users, and Enterprise has no limits.

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