How do I give my staff their own logins?
Invite each team member by email from Settings → Staff. They get their own password, one role and only the stores you pick. Money, banking, billing, staff and API keys stay yours.
This guide is for store owners. Not you? Supplier guides
TL;DR: Go to Settings → Staff → Invite staff → enter their name and email, pick a role and their stores → Send invitation. They set their own password from the email and sign in at the normal dashboard login with their own email. Nobody shares your password again.
How do I add someone?
- Open Settings → Staff.
- Click Invite staff.
- Enter their Name and Email. The email becomes their login, so use one that belongs to them.
- Pick a Role (see below). A short line under the box says what that role can do.
- Under Stores, leave All my stores ticked, or untick it and choose the stores they work in.
- Click Send invitation.
They get an email with a link to choose a password (at least 8 characters). The link lasts 7 days. Until they accept, they show as invitation sent. If the email didn't arrive or the link ran out, click Re-send next to their name.
The page shows how many staff logins you've used and how many your account allows. Invite staff greys out when you're full. Disabled staff don't count.
What can each role do?
| Role | What they can do |
|---|---|
| Manager | Everything, except the owner-only list below |
| Sales | Orders and counter sales (including discounts), quotes, customers, dispatch and purchase orders. Can see products but not change them |
| Warehouse | Dispatch and receiving. Can see orders, products and purchase orders |
| Read-only | Can look at everything they're given and change nothing |
To change someone's role, pick a new one from the drop-down next to their name. It saves straight away.
What stays mine, whatever the role?
A staff login can never:
- see or change bank and payout details, or Stripe
- change your subscription or billing
- create, close, reopen or delete a store
- invite or manage staff
- create or use API keys, connected apps or the AI assistant
- connect accounting software
- accept Network terms or supplier attestations
- change the account password
This holds even for a Manager. If a staff member needs one of these, you do it.
How do I stop someone logging in?
- Open Settings → Staff.
- Click Disable next to their name and confirm.
They're signed out at once, everywhere. Anything they did before (orders, quotes, sales) keeps their name on it, so your records stay intact. Changing someone's role also signs them out, so their next sign-in picks up the new access.
Changed your mind? Click Enable. If they never accepted their first invitation, they go back to invitation sent and you can re-send it.
Good to know
- Each email can belong to one login on BTAB. An email that's already a store login, or already staff somewhere, can't be invited. Use a different address.
- Orders and quotes a staff member creates show who made them ("Made by …"), and the quotes list can be filtered by sales person.
- Staff logins are for people using the dashboard. For software that connects to your store, use an API key. See Dashboard login vs API keys.
What this means for you
Give everyone their own login with the smallest role that does the job. Start new staff on Sales or Warehouse, and when someone leaves, Disable them the same day.