Members
People who share your company’s data are members. Invite them and items, stock and transactions are shared in real time.
Adding, deleting and changing roles is for admins.
Inviting someone
- Open “More” → Members.
- Choose Invite New Member.
- Enter their name, email address and role (Admin, Member or Viewer).
- Press Send Invitation Email.
Pick a role and the things that role can’t do are listed at the bottom of the screen, so you can check before sending the invitation.
They receive an email containing a temporary password. They can sign in with it straight away and set their own password afterwards on Account Information. → Signing in and your account
Invited people must not “Sign Up”
Signing up creates a separate company and they won’t see your data. Make sure they sign in with the temporary password from the invitation.
Three roles
| Role | In one line |
|---|---|
| Admin | No restrictions on anything. |
| Member | Gets the daily work done. Free rein over items, transactions and partners, but can’t see reports or inventory value. |
| Viewer | Read-only. Can see reports and inventory value too, but can’t edit or delete anything. |
What each role can do
| Can do | Admin | Member | Viewer |
|---|---|---|---|
| View, search and download stock, transactions and partners | ○ | ○ | ○ |
| Register, edit and delete items | ○ | ○ | × |
| Register, edit, complete and delete transactions | ○ | ○ | × |
| Register, edit and delete partners | ○ | ○ | × |
| Import from Excel and CSV | ○ | ○ | × |
| Print labels, create documents, export shipping label CSV | ○ | ○ | × |
| View reports and generate AI suggestions | ○ | × | ○ |
| View inventory value (the “Value” figure above the stock list and on the site row in “More”) | ○ | × | ○ |
| Edit Company Information and company settings (item, transaction and stock fields, scan patterns, negative stock, costing method, country & currency) | ○ | × | × |
| Register, edit and delete sites (everyone can switch between them) | ○ | × | × |
| Register, edit and delete members | ○ | × | × |
| View and manage payment methods and paid plans | ○ | × | × |
Choosing a role
- People on the floor → Member. They can register, edit and delete items, transactions and partners. Unit prices, costs and gross profit still show as usual, but the Reports tab doesn’t appear at all and there’s no “Value” above the stock list — the right fit when company-wide figures shouldn’t be on the shop floor.
- Owners, outside advisors and accountants → Viewer. They see everything including reports and inventory value, but can’t register, edit, delete or import. The right fit when someone should follow the numbers without touching the data.
There’s no setting that hides amounts
Members still see unit prices, costs and gross profit. The only two things a role hides are reports and inventory value. To drop amounts entirely, set the costing method to “Quantity Only” (that applies company-wide).
Always leave at least one admin
With no admin in the company, nobody can add members, change roles or change the plan. Check that someone else holds the role before you change your own.
Changing details
Name, email address and role can be changed later. Select the person in the list, pick a new role and press Update.
- You can’t change your own role. Ask another admin.
Removing someone
When someone leaves, delete them from the list.
- They can no longer sign in.
- The transactions they recorded remain, including their name as the creator.
- You can’t delete yourself. To close your own account, use “Delete Account”.
How many members?
Your plan sets the limit. If you run out, upgrade or use the add-on to increase it. → Plan
When something goes wrong
- User limit exceeded. … You’ve hit your plan’s limit.
- You cannot change your own role. … Ask another admin.
- The email address has already been registered. … That address is already in use.
- Insufficient permission. … Your role doesn’t cover that action. Member management, company settings, sites and plans are for admins; registering, editing and deleting are for admins and members.