Managing Users

Who can manage users

Owners and Client Admins can open Settings → Users. Staff cannot manage users. Store access defines where someone can work; feature permissions define what Staff can do there.

Inviting someone

1. Open Settings → Users.
2. Click Invite User.
3. Enter their name and email address.
4. Choose Staff or Client Admin.
5. Select their stores.
6. For Staff, choose permissions appropriate to their job.
7. Click Send Invite.

The recipient receives an email to set a password and join the account. Invitation links expire after 7 days; pending invitations can be resent.

Give each employee an individual account so actions can be attributed correctly and access removed independently.

Owner, Client Admin and Staff

• Owner: the account holder can access all account stores, manage users and settings, and manage billing and subscriptions.
• Client Admin: manages day-to-day operations, store settings and eligible users within their store access. Cannot manage billing/subscriptions or modify the account owner.
• Staff: works only in assigned stores using explicitly permitted features.

Client Admin access is powerful

Client Admins have administrative access within their available stores instead of Staff’s individual feature restrictions. Use Staff with selected permissions for someone who only needs particular tasks. Admins can invite users, edit eligible users’ roles/permissions, assign stores, deactivate accounts and remove eligible Staff.

An admin restricted to selected stores cannot grant access outside them or manage a user whose access extends beyond their own. For example, an admin assigned only to Store A cannot manage someone assigned to both Stores A and B.

Ownership and billing

Making someone a Client Admin does not transfer ownership or grant billing access. Only the Owner manages billing and subscriptions. To change the account owner, contact Stokkap Support; ownership cannot be transferred through Users. The owner cannot be deleted or modified by another administrator.

Staff permissions

Choose permissions by task. A permission does not unlock features unavailable on the subscription or override store restrictions. POS register assignments may also be required.

• Products: View Products, Edit Products — browse products and edit product details.
• Inventory: Scan Barcodes, Edit Stock, Transfer Stock — look up products, adjust quantities and move stock.
• Stocktakes: View Stocktakes, Create Stocktakes, Approve Stocktakes — separate controls for viewing, creating/counting and approving adjustments.
• Alerts: View Alerts, Dismiss Alerts — see alerts and dismiss them.
• Activity and reports: View Activity/Reports — access activity logs and reports.
• Orders and fulfilment: Manage Orders, Print Invoices, Pick & Pack — manage orders, print invoices and run picking/packing. These are separate permissions.
• Suppliers: Manage Suppliers — create and manage supplier records.
• POS: Use POS, Manage POS Registers, View POS Reports — separately control register use, register/access management and POS reports.

Example starting points

These are starting points to adapt to the job, not automatic permission presets:

• Warehouse picker: assigned stores, View Products and Pick & Pack; add Manage Orders where their work requires it.
• Stock controller: View Products, Edit Stock, Transfer Stock and the relevant stocktake permissions in assigned stores.
• Cashier: Use POS and assigned registers, without user administration.

Managing existing users

Use the edit icon on a user card to change display name, role, active/inactive status, assigned stores and Staff permissions. Inactive users cannot log in. Deactivate an account when access should be paused without deleting it.

Users change their own profile and password under personal Settings → Settings, rather than editing themselves through Users. See Profile and preferences.

Pending invitations

Pending means the invitation has not yet been accepted. Resend Invite sends a fresh invitation link. Check the recipient address and spam folder if the email does not arrive.

Removing access

• Staff accounts can be deleted using the trash icon. To delete a Client Admin, first change their role to Staff.
• You cannot delete yourself or the account owner. The last remaining account administrator cannot be demoted.

Deleting a user revokes their access; it does not disconnect a store or delete WooCommerce products or orders. If an employee leaves, deactivate or delete their account.

Useful troubleshooting

• The user cannot see a store: check their store assignment.
• A menu or action is missing: check role, permissions and subscription availability; for POS, also check register assignments.
• The invitation expired: use Resend Invite to send a new link.
• An employee has left: deactivate or delete their account to remove access.