Manage Access and Invites

When To Use This#

Use Staff access and invites to invite staff, help another staff member request a different login email, send password setup links, change access levels, and remove or restore staff access.

Before You Start#

• Sign in as a user whose Access page shows access-management controls.
• Confirm you are in the correct business account.
• Confirm the intended access level before sending an invite or changing a staff account.
• Confirm a new login email directly with the employee before sending the

confirmation link.

• Use Employees for roster, shift, leave, and checklist records; use Access for sign-in, invite, password reset, and role or access changes.
• Change the existing account when an employee needs a different login email. Do not remove and reinvite the employee.
• Company role policy is set by the business, so it isn't defined here. Follow the business owner's approved access policy.

Access Page Overview#

The broad-access staff role is shown in the app as Manager; this help center sometimes refers to it as *admin* — they mean the same role. Regular staff are the Employee role, and the business owner is the Owner role.

The Access page is where owners and admins (Managers) manage sign-in access for staff. Use it for invitations, invite resends, login email changes, password setup links, access level changes, display names, removal, and restoration.

Use the Employees page for roster details, shift context, leave, checklist records, and employee profile information. Employee roster records and staff sign-in accounts are connected, but they are not the same thing. Staff members can request a change to their own login email from Account.

Invite Staff#

Use the Invite staff form when a new staff member needs an activation email. Confirm the email, display name, and intended access level before sending the invite.

Owners may see owner-approved admin and employee invite choices. Admin users may see employee invite choices. Who should receive each access level depends on the business's policy, so it isn't decided here; follow the business owner's approved access policy.

Pending Invites And Password Setup Links#

Use Pending invites to review who has been invited, who sent the invite, the intended access level, expiration, and pending status.

Use Resend invite only when the action is visible and the staff member still needs an activation link. Use Send password setup link when the staff member already has an account and needs to choose a password or replace a forgotten one.

Staff With Access#

Use Staff with access to review display name, email, last sign-in, linked job title, access level, and active or removed state.

Use display-name, access-level, remove, and restore controls only after confirming the intended account change. Staff cannot manage their own account row from this page.

Change A Staff Login Email#

Open Change login email on the employee's existing account. Enter the new address twice, record why it is changing, and confirm that you checked the address with the employee before sending the confirmation link.

The current login stays active while the request is pending. The employee opens the new inbox and explicitly confirms the change. Opening the link only shows the confirmation page; the address changes only after the employee selects Confirm email change.

Confirmation keeps the same staff account, employee record, roles, schedule, password, and history. It signs the employee out everywhere and closes unused password-reset and email-change links. The employee then signs in with the new address and existing password. A security notice is sent to the previous address when possible.

Use Send password setup link separately only when the employee also needs to choose or replace a password. The link goes to the login email currently saved on the account.

Do not add a second staff account or send a new invitation just to replace a login email.

What Happens Next#

• Invite, reset, and access updates return staff to the Access page with a visible success notice when they complete.
• A successful login email request tells the manager to have the employee

confirm from the new inbox. The notice does not repeat either login address.

• A confirmed change signs the employee out everywhere. They sign in again

with the new address and existing password.

• Owners can manage non-owner accounts when the controls are available.
• Admin users can manage employee accounts when the controls are available.
• Employee users do not manage staff account rows from this page.
• Older customer-linking access paths are retired and should not be used for current staff or customer workflows.

When Access Controls Are Missing#

• If the invite form is missing, confirm the signed-in user is an owner or admin who can invite staff and has an available invite choice.
• If reset is missing, confirm the signed-in user can manage the target account and that the target account is eligible for a reset link.
• If Change login email is missing, the staff member can use Account for

their own address, or an owner or admin who can manage staff accounts can help with recovery.

• If the new address is already used by another account, stop and confirm which existing account belongs to the employee. Do not create a duplicate.
• If the email-change confirmation does not arrive, ask the employee to check

spam or junk and confirm the requested new address before sending one fresh request. Their current login is still active, and a failed replacement send does not cancel a previously delivered confirmation link.

• If a confirmation link is expired or was already used, send a fresh request

instead of reusing it.

• If a password setup email does not arrive, ask the employee to check spam or

junk, confirm the saved address, and then send one fresh setup link.

• If access-level, remove, or restore controls are missing, confirm the signed-in user can change staff access and is not trying to change their own account.
• If an invited staff member cannot activate, resend the invite or use the activation troubleshooting article.
• If the staff member exists in Employees but not Access, review whether the roster record is linked to a staff sign-in account.
• If the intended access change is unclear, pause and confirm the business owner's access policy before changing the account.