People and Access

Owner

Use this page to add the people who work at your stores, give each one a role at every store they work at, and switch someone off when they leave.

Quick steps

To add a person:

1. Click Owner in the top navigation, open the People tab and click Add person.
2. Under Who, fill in their name, Email, a Password (at least 6 characters) and, if they'll use the register, a 4-digit Register PIN.
3. Under Where they work, pick their role in Role at … for each store they work at. Leave the others on Doesn't work here.
4. Pick Home store next to the store they work at most.
5. Click Add person. They sign in at any of their stores with their email and password.

To change where someone works: open them from the People list, change the roles under Where they work, and click Save stores and roles.

When someone leaves: open them, click Deactivate under No longer working for you?, and confirm. They can no longer sign in at any store, and their sales history is kept.

Common questions

Can one person have different roles at different stores? Yes. Sam can be a Manager downtown and a Clerk at the mall. The role follows the store they're signed in to.

How do I set up an area manager? Make them a Manager at each store they look after. There's no separate role.

How do they move between stores? Anyone who works at more than one store gets Switch Store in their account menu (top right).

It says "That PIN is already used by someone at …". Two people at the same store can't share a PIN. Change one of the two PINs, then try again.

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More detail: how roles work across stores

How Roles Work Across Stores

• One account, a role per store. Sam can be a Manager at your downtown store and a Clerk at the mall store.
• The role follows the store they're in. When Sam is signed in at the mall store, the back office and the register treat Sam as a Clerk there. At downtown, Sam is a Manager.
• Home store. Every account belongs to one store — its home store. The other stores are extra stores the person works at.
• An area manager is simply someone who is a Manager at several stores. There's no separate role to set up.

Role	What they can do at that store
Clerk	Rings up sales on the register.
Manager	Register plus the back office: products, inventory, reports, cash drawers, and stock transfers between the stores they manage.
Admin	Everything at that store, including staff and settings.
Driver	The delivery driver app only. Needs a PIN.

The same list is on every person's page under What can each role do? For the permissions behind each role, see Roles and Permissions.

More detail: the People list

The People List

Open People in the owner portal. Everyone whose home store is one of yours, or who works at one of your stores, is listed — active people first, then by name.

Each row shows:

• The person's name, with an Owner badge if they own one of your stores and Inactive if they've been deactivated.
• Their email.
• Every one of your stores they work at, with their role there. Their home store is tagged Home store.

To narrow the list, type in Search by name or email and click Search, or pick a store from the Store drop-down (All stores shows everyone). Click a row to open the person.

From a store card

The Stores tab shows how many People work at each store. Click that number to open the People list filtered to that store.

More detail: adding a person, every field

Adding a Person

1. Click Add person at the top of the People list (or Add person on a store card in the Stores tab, which starts them at that store).
2. Under Who, fill in:
   • First name and Last name
   • Email — what they sign in with.
   • Phone (optional)
   • Password — at least 6 characters. Give it to them; they can change it later.
   • Register PIN (optional) — 4 digits, for signing in at the register. Drivers need one.
3. Under Where they work, every one of your stores is listed, all on Doesn't work here to start with (unless you started from a store card, or you own just one store — then that store is filled in as Clerk). For each store they work at, pick their role in Role at …. Leave the others on Doesn't work here.
4. Pick Home store next to the store their account should belong to — usually the one they work at most. The first store you give a role to becomes their home store for you; picking a home store that has no role yet gives them Clerk there.
5. Click Add person.

You'll see "… is set up. They sign in at any of their stores with their email and password." They sign in at whichever store's web address they're working at that day.

Already works for you?

If the email belongs to someone who already has an account at one of your stores, Brother POS doesn't make a second account. It opens their page instead — "… already has an account at …. Give them their other stores here." — so you can add the new store to the account they already have.

More detail: changing where someone works, and other owners

Changing Where Someone Works

1. Open the person from the People list.
2. Under Where they work, change the role at any store:
   • Pick a role to add them to a store or change what they do there.
   • Pick Doesn't work here to take them off a store.
3. Click Save stores and roles.

Their home store can't be set to Doesn't work here — the account lives there. If they've left altogether, deactivate them instead.

The side panel shows their Home store, the stores they Own (if any), when they Last signed in, and their Status.

PINs must be different at every store they work at

A register PIN signs someone in, so two people at the same store can't share one. When you give a person another store, Brother POS checks their PIN against everyone there. If someone at that store already uses it, you'll see "That PIN is already used by someone at …. Pick another." Change one of the two PINs in that store's user management, then try again.

This includes you: as an owner you sign in with your PIN at every store you own, so nobody at any of your stores can have the same PIN as you.

Someone from another business

If a person's account belongs to a store you don't own — someone you share with another owner — their page says "Their account belongs to a store you don't own, so you can only set their roles at your stores." You can add them to your stores or take them off, but you can't deactivate them.

Another owner

People who own stores themselves are shown read-only. Their page says "… owns stores too — only they can change their roles." and the role controls are greyed out. A co-owner's access is theirs to change, not yours — and yours isn't theirs.

More detail: when someone leaves

When Someone Leaves

1. Open the person.
2. Under No longer working for you?, click Deactivate and confirm.

Deactivating:

• Stops them signing in at every store — not just one.
• Keeps their sales history. Past sales still show who rang them up.
• Closes an open time-clock shift. If they were still clocked in, they're clocked out, just as when a store deactivates someone from its own user management. If their home store has Auto clock-out after (hours) set and the shift has already run longer than that, it's closed at that many hours rather than now.

To bring them back, open the person and click Reactivate.

You can only deactivate someone whose home store is one of yours. You can't deactivate yourself or another owner.

Taking someone off all their extra stores

When someone should go back to working only at their home store — or, for someone from another business, stop working at any of your stores — you can take them off every store they're assigned to in one step:

1. Open the person.
2. Under Take them off your other stores, click Remove from all assigned stores.
3. Confirm. The message names the stores they'll be taken off.

They keep their account and their home store; they just can't work at the other stores any more. To remove only one store, set it to Doesn't work here instead and save.

The button only shows when the person is assigned to at least one of your stores besides their home store. It never shows on your own page or on another owner's.

More detail: switching between stores, and owner protection

Switching Between Stores

Anyone who works at more than one store — owners, area managers, anyone you've given a second store — gets Switch Store in their account menu (top right). It lists every store they can work at, with their role at each, and the store they're in now in bold.

Clicking a store takes them there:

• They stay on the same kind of page where it makes sense. An area manager checking Products at one store lands on Products at the next.
• A page about one record (a single product, an edit screen) or an owner portal page starts at the other store's home page instead.
• Their role is the one they hold at that store.

If someone follows an old link or bookmark to a store they don't work at, they aren't signed out — they're sent back to their home store's back office with "You don't work at …. To use another account there, sign out first."

Owners Are Protected

A store's admins work for the store's owner, so they can't change the owner's account. If an admin tries to edit, deactivate or reactivate an owner in the store's own User Management, they get "Only … can change their own account." Owners change their own password and email themselves.

More detail: troubleshooting and best practices

Troubleshooting

Problem	What to do
"… already has an account at …"	They already work for you. You're on their page — give them the new store there.
"That PIN is already used by someone at …"	Someone at that store has the same PIN. Change one of them.
Role controls are greyed out	That person owns stores too. Only they can change their roles.
No Deactivate button	Their home store isn't one of yours, it's your own account, or the person owns stores too.
No Remove from all assigned stores button	They aren't assigned to any of your stores besides their home store, it's your own account, or the person owns stores too.
Someone can't see Switch Store	They only work at one store. Give them a role at another store.
Someone has the wrong access at a store	Check their role at that store — the role follows the store they're signed in to.

Best Practices

• Give each store a Manager or Admin for day-to-day work, so you're not the only one who can fix things.
• Use Manager for area managers. It covers the back office and moving stock between their stores, without staff and settings.
• Pick the home store carefully. It's where the account lives, and it can't be removed from them.
• Deactivate on the day someone leaves. One click stops them signing in everywhere.
• Review the list now and then. Filter by store and take people off stores they no longer work at.

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What's Next?

• Roles and Permissions — What each role can do, and custom roles.
• User Management — Managing staff inside one store.
• PIN Setup — Register PINs.
• Stores and Stock Transfers — Who can move stock between stores.