--- id: "users-and-roles" lang: "en" title: "Add someone to the team" summary: "Add each person who works in the shop, give them a role and choose where they work. They set their own password from an emailed link." area: "Team & pay" kind: "task" url: "https://zeropos.shop/help/users-and-roles" alternate: "https://zeropos.shop/help/users-and-roles?lang=es" markdown: "https://zeropos.shop/help/md/en/users-and-roles.md" screens: ["/backoffice/users"] where_to_find: ["MANAGE › Users"] related: ["roles-and-permissions","set-up-pay","regions-and-shops","sign-in-and-passkeys","time-off"] updated: "2026-10-16" --- # Add someone to the team Add each person who works in the shop, give them a role and choose where they work. They set their own password from an emailed link. Every person who works in the shop has their own record: who they are, their role, what they earn and where they work. They only ever see what their role allows. Where to find it: MANAGE › Users. ## Before you start - By default only the owner and administrators add people. Managers and Human Resources can edit the people they can see: whoever works in their regions, through a region or a shop there, and new people with neither yet. - Turning someone's account off or back on, with **Deactivate**, **Reactivate** or the form's **Status**, is for whoever may deactivate people: the owner and administrators by default. Anyone else who edits people sees **Status** locked. - The shop needs at least one region to tick: [Regions and shops: who sees what](https://zeropos.shop/help/regions-and-shops). ## Steps ### Add a person 1. Open [MANAGE › Users](https://app.zeropos.shop/backoffice/users) and tap **New User**. 2. On **Who they are**, type their full name and email, and pick their role. 3. Leave the password blank: they get an email with a link and choose their own. 4. On **Where they work**, tick at least one region under **Regions**. 5. Leave **Shops** empty for every shop in those regions, or tick the shops they work in. 6. Tap **Add them**. ### When someone leaves 7. Open [MANAGE › Users](https://app.zeropos.shop/backoffice/users) and find the person. 8. Tap **Deactivate** on their row. 9. Confirm: they can no longer sign in, and their invoice history stays. ## What happens next - They get an invitation email: a link to choose their password, which lasts 7 days, and your workspace's sign-in page for every day after. - Once they choose a password they can sign in, and see only what their role allows in the regions and shops you ticked. - Their sales, check-ins and commission count from their first sale or check-in. ## The eight roles **Owner** and **Administrator** run everything; **Manager** runs a shop; **Seller** works the till. **Logistic** looks after stock and suppliers, **Human Resources** after people, pay and time off, **Marketing** after customers and offers, and **Internal Service** looks things up. What each role can do by default, and how to change it: [What each role can do](https://zeropos.shop/help/roles-and-permissions). ## The other tabs **What they earn** holds their hourly rate and commission tiers: [Set someone's pay: hourly rate and commission](https://zeropos.shop/help/set-up-pay). **Where they work** decides which regions and shops they see: [Regions and shops: who sees what](https://zeropos.shop/help/regions-and-shops). On someone who also works in a region you can't see, **Where they work** shows only your regions and shops, and saving keeps the others as they are. Their role, email, password and status are then changed by someone who sees all their regions. Once they are added, a **Time off** tab holds their holiday allowance: [Time off](https://zeropos.shop/help/time-off). ## If you see this - “**Email isn't set up on the server, so no invitation was emailed.**” — What to do: The set-password link is copied to your clipboard instead. Send it to them yourself, for example on WhatsApp; it lasts 7 days. - “**The account was created, but the invitation email did not go out to ana@example.com. Use “Send password link” on their row to retry.**” — What to do: Check their email address under **Edit**, then tap **Send password link** on their row. It emails a fresh link, or copies it for you to send yourself when email can't go out. Invitations always leave from Zero POS's address and count toward your shop's daily email limit there; past it, they aren't emailed until midnight UTC and the link is copied for you instead. - “**Another user is already using that email.**” — What to do: They may already be on the list as inactive. Find them and tap **Reactivate** instead of adding them again. - “**You don't have permission to assign the Administrator role.**” — What to do: Only the owner can make someone an administrator. Pick another role, or ask the owner. - “**They also work in a region you can't see, so this change is for someone who sees all their regions, such as an owner or an administrator.**” — What to do: Ask the owner or an administrator. You can still change the rest of their record, and their regions and shops among yours, as long as that leaves their work elsewhere as it is. To stop them working in your regions, untick your regions and shops for them. - “**That role also sees regions you can't, so only someone who sees every region, such as an owner or an administrator, can give it.**” — What to do: Your shop's settings let that role see past your regions ([What each role can do](https://zeropos.shop/help/roles-and-permissions)). Pick another role, or ask the owner or an administrator. ## Good to know - Someone forgot their password? **Send password link** on their row emails them a fresh link; nobody else ever types it for them. - Deactivate rather than delete: their sales stay on the books, and you can **Reactivate** them later. ## Related guides - [What each role can do](https://zeropos.shop/help/md/en/roles-and-permissions.md) - [Set someone's pay: hourly rate and commission](https://zeropos.shop/help/md/en/set-up-pay.md) - [Regions and shops: who sees what](https://zeropos.shop/help/md/en/regions-and-shops.md) - [Sign in without typing a password](https://zeropos.shop/help/md/en/sign-in-and-passkeys.md) - [Time off](https://zeropos.shop/help/md/en/time-off.md)