Invite your team

What happens when you add somebody

Adding a teammate does not create an account for them. It writes an invitation against their email address and sends them a link.

They join when they open that link while signed in as that exact address. They can get an account however suits them — a Google sign-in, or an email and a password — as long as the address matches the one you invited. Anything else is refused, and deliberately says nothing about your restaurant: a link that leaked should not tell a stranger who you are.

This matters because the old behaviour was different and worse. The product used to add the person directly, which quietly collided with their real sign-in and left them with no access at all. If somebody was invited long ago and never got in, invite them again now — it is a different mechanism.

The link expires, on purpose

An invitation is good for seven days. Long enough to survive a weekend, short enough that a link forwarded to the wrong person goes stale.

Pending invitations are listed on the team screen with who invited them and the date the link runs out, and an expired one says so rather than sitting there looking live. Two controls beside each:

• Resend issues a *new* link and kills the old one. That is what you want: you reach for resend when you think the first link went astray, and a link that went astray is exactly the one that should stop working.
• Withdraw cancels it. The row stays so you can see what happened, and the same address can be invited again later. Withdrawing beats a link that is technically still in date — if you change your mind, you win.

An invitation also gives up after ten attempts by the wrong address. That is a guard against somebody guessing at links, not against your teammate; only wrong-address attempts count, so re-reading an expired link does not burn them.

If they say they never got it

The invitation is written first and the email is sent afterwards, best effort. So an invitation can exist while the mail never arrived — a full mailbox, an aggressive spam filter, a typo in the address.

1. Check the address on the pending row. A typo is the usual answer, and the fix is to withdraw it and add them again.
2. Ask them to look in spam. It comes from us, not from your own address.
3. Resend. Fresh link, old one dead.
4. Check the date. If it says the link has expired, resending is the whole fix.

Roles

You are choosing between two when you invite:

• Manager — runs the floor and the stockroom. Orders, inventory, purchasing, customers, the team, operational reports. Not your money surfaces — payouts, the books, the payout auditor, exports — and not settings.
• Staff — the till, and their own working life: their shifts, their timesheets, announcements. They are not shown what the business earns, what it spends, or how it is configured. A staff member who opens a link they cannot use lands at the point of sale rather than on an error.

Owner is not something you can hand out from the invite form. Ownership moves through its own transfer, which is confirmed and typed out, because it hands over the business. An owner is also never demoted by re-inviting them, and the last owner on an account can never be removed — that would lock everybody out for good.

Already on the team?

Adding somebody who is already a member is treated as a role change, not an invitation. Nobody gets emailed a link to join something they are already in, and a name or phone number you left blank is kept rather than wiped.

If we ask you to verify first

Adding, removing or re-inviting a teammate decides who can act as the business, so if you have two-step verification switched on we ask for it again before the change goes through. It is a short detour and then you are back where you were.

If you have recently signed in with a recovery code, changes like this wait a day. That is the same rule from the other side: a recovery code is what somebody uses when they have lost access, and the twenty-four hours is there so a stolen account cannot immediately be handed to somebody else.

Setting up their till access

Joining the team is not the same as being able to unlock the counter. That is a separate four-digit code, set from the team list once they have joined.