App Settings

Accessing settings

Click Settings in the left sidebar to expand the settings menu. Depending on your role, you'll see different pages:

Page	Staff	Client Admin	Owner
Settings (Profile)	Yes	Yes	Yes
Stores	No	Yes	Yes
Users	No	Yes	Yes
Activation	No	Yes	Yes

Profile and preferences

Available to all users at Settings > Settings.

Profile

Update your display name. Your email address is shown for reference but cannot be changed here.

Language

Choose your preferred language from the dropdown. Stokkap is available in English, Czech, German, Spanish, French, Hungarian, Italian, Dutch, Polish, and Portuguese.

Changing your language clears the app cache and reloads the page so all text updates immediately. Emails you receive (stock reports, notifications) will also be sent in your chosen language.

Stock report emails

Enable or disable stock report emails and configure when you receive them.

• Enable/Disable - toggle the checkbox to start or stop receiving stock report emails.
• Frequency - choose Daily or Weekly.
• Send Time - select the hour (in UTC) when you'd like to receive the report.
• Day of Week - when set to Weekly, choose which day of the week to receive the report.

Stock reports include a summary of low-stock and out-of-stock products across your stores, with a CSV attachment for detailed review.

Staff users receive reports only for their assigned stores. Owners and client admins receive reports for stores they can access.

Change password

Enter your current password and choose a new one. Passwords must be at least 12 characters.

Clear cache

If you're experiencing display issues, stale data, or something doesn't look right after an update, click Clear Cache. This wipes the local app cache and reloads everything fresh from the server. Your login session and store selection are preserved.

Stores

Available to owners and client admins at Settings > Stores.

Viewing your stores

Each connected store is displayed as a card showing:

• Store name and website URL
• Active or inactive status
• Product and location counts
• Sync status and when the last sync occurred

Adding a store

Click the Add Store button in the top right. This takes you to the Activation page where you can download the Stokkap plugin and connect a new WooCommerce store. Owners and client admins can connect stores, subject to store access and your plan's store limit. For the full connection steps, see the Getting Started guide.

Editing a store

Click the settings icon on a store card to open the edit modal. You can:

• Rename the store - change the display name used throughout Stokkap.
• Toggle active/inactive - deactivating a store pauses syncing and hides it from day-to-day use without deleting any data.

The site URL cannot be changed. If your store URL has changed, disconnect and reconnect the store.

Syncing a store

Click Sync Now to trigger a full product sync from WooCommerce. A progress modal appears showing real-time sync progress.

If you need to continue working, click Run in Background to dismiss the modal. The sync continues on the server and you'll see a notification when it completes.

Syncs also run automatically in the background throughout the day to keep your data up to date.

Disconnecting a store

Click the trash icon on a store card to disconnect it. This permanently deletes all Stokkap data for that store (products, activity logs, stocktakes, alerts, etc.).

Support access

The Stokkap Support Access toggle allows the Stokkap support team to access your stores for troubleshooting. This is disabled by default. Enable it only when you're working with support, and disable it when you're done.

Store settings

Each store has settings for printed documents and fulfilment barcode behaviour.

Packing slip settings

• Logo URL - image URL used on printed packing slips.
• Shop name - display name printed on packing slips.
• Header text - optional text shown near the top of the document.
• Footer text - optional text shown at the bottom of the document.

Fulfilment printing settings

• Print order barcodes on packing slips - adds a scannable order barcode to packing slips.
• Print order barcodes on pick lists - adds scannable order barcodes to printed pick lists.

Order barcodes

• Format: STK-ORD-{numeric_order_id}.
• Uses the numeric WooCommerce/Stokkap order ID, not the display order number.
• Uses a normal 1D barcode, not a QR code.
• Can be scanned on the Orders page to open an order.
• Can be scanned in Pick & Pack packing mode to select or switch the active order.
• Order barcodes are not global scanner behaviour. Stocktake and product scan pages do not use them.

Pick & Pack printing

• Pick list detail pages include a print action.
• Printed pick lists include location groups, products, SKU/barcode, required quantity, a manual-pick checkbox, and picked quantity once completed.
• Order links inside pick lists open Stokkap order detail pages.
• Order detail recognises existing pick lists even when the order is part of a multi-order or completed pick list.

PWA printing

On iPhone and iPad when Stokkap is installed as a PWA, printing uses the Stokkap print helper flow. Users may see a Done prompt after printing.

Users

Available to owners and client admins at Settings > Users.

User roles

Stokkap has two main roles:

Role	Access
Owner / Client Admin	Can manage company settings, stores, users, and admin areas. Client admins can be restricted to selected stores; if no stores are selected, they can access all stores for the client.
Staff	Can only work in stores assigned to them. Within those assigned stores, permissions decide which features they can use.

The Owner is the account holder with full access to account and billing controls.

Inviting a user

Click Invite User to add someone to your team.

1. Enter their email address and name.
2. Choose a role (Staff or Client Admin).
3. Select which stores they can access and, for Staff users, which permissions they should have.
4. Click Send Invite.

The invited user receives an email with a link to set their password and join your account. Invite links expire after 7 days.

Staff permissions

When inviting or editing a staff user, you can enable or disable the following permissions:

Permission	What it allows
Scan Barcodes	Use the barcode scanner to look up products
View Products	Browse the products list and view product details
Edit Products	Change SKU, GTIN, prices, status, weight, and dimensions
Edit Stock	Adjust stock quantities and set stock levels
Transfer Stock	Create and process stock transfers between locations
View Stocktakes	Browse stocktake lists and view stocktake details
Create Stocktakes	Start new stocktakes and scan items
Approve Stocktakes	Complete and apply stocktake adjustments
View Alerts	See product alerts (low stock, duplicates, etc.)
Dismiss Alerts	Mark alerts as dismissed
View Activity / Reports	Access activity logs and stock reports
Manage Orders	View and manage order details, order status, notes, and order actions.
Pick & Pack	Use picking and packing workflows.
Manage Suppliers	Create, edit, and manage supplier records.
Use POS	Use assigned POS registers to create in-store sales.
Manage POS Registers	Create and edit POS registers and register access.
View POS Reports	View register, session, day, and payment reports.

Permission notes

• POS has separate permissions for register use, register management, and reports.
• Pick & Pack is separate from Orders. Many fulfilment users need both, but Pick & Pack access itself is controlled by the Pick & Pack permission.
• Activity and Reports are controlled by View Activity / Reports.
• Serial Tracking visibility is plan-gated and uses stock-edit access in the app.
• Stocktakes have separate view, create, and approve permissions.

Owners and client admins automatically have admin-level access within the stores available to them.

Editing a user

Click the edit icon on a user card to modify their details:

• Name - update their display name.
• Role - promote staff to client admin or demote a client admin to staff. You cannot demote the last remaining account admin.
• Status - set to Active or Inactive. Inactive users cannot log in.
• Store Access - choose which stores the user can access. For client admins, no selected stores means access to all stores for the client.
• Permissions - for staff, update their permission set.

You cannot edit your own account from this page - use Settings > Settings (Profile) instead.

Resending an invite

If a user hasn't accepted their invitation (shown as Pending status), click Resend Invite on their card to send a fresh invitation email with a new 7-day link.

Deleting a user

Click the trash icon on a user card to remove them. This permanently revokes their access to all stores.

Restrictions:

• Only staff users can be deleted. Client admins cannot be deleted directly.
• To remove a client admin, first demote them to Staff via Edit User, then delete them.
• You cannot delete your own account or the account owner.

Header controls

These controls are available on every page in the Stokkap app, not just in Settings.

Dark mode

Click the sun/moon icon in the sidebar header to toggle between light and dark themes. Your preference is saved and applied automatically on future visits.

Store selector

If you have multiple stores connected, use the store dropdown in the top header bar to switch between them. All data on the current page (products, stock, activity, etc.) updates to reflect the selected store.

Plugin health indicator

A small coloured dot in the header shows the connection status between Stokkap and your WooCommerce plugin:

Status	Indicator	Meaning
Healthy	Green pulsing dot	Everything is working normally
Degraded	Orange blinking dot	Some connection issues detected
Down	Red blinking dot	Plugin is not responding
Unknown	Grey dot	Status hasn't been checked yet

Sync progress

When a sync is running, a spinning icon with a percentage appears in the header. Click it to see detailed progress. This appears for both manual syncs (triggered from Stores settings) and automatic background syncs.