App Settings
Configure your Stokkap account, manage stores and users, and personalise the web app. This guide covers everything in the Settings section of the Stokkap app.
Accessing settings
Click Settings in the left sidebar to expand the settings menu. Depending on your role, you'll see different pages:
| Page | Staff | 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. Admins receive reports for all stores on the account.
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 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. Any admin can connect stores, subject to 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.).
Your WooCommerce store and its data are not affected - only the Stokkap copy is removed. You can reconnect the same store later and it will sync fresh.
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.
Users
Available to admins at Settings > Users.
User roles
Stokkap has two main roles:
| Role | Access |
|---|---|
| Admin | Full access to all stores, all features, and all settings. Can manage users and stores. |
| Staff | Limited access to assigned stores only, with specific permissions configured by an admin. |
The Owner is the admin who created the account. The owner has the same access as an admin, plus exclusive ability to manage billing and subscriptions. Only the owner can view pricing plans, subscribe, and access the billing portal.
Inviting a user
Click Invite User to add someone to your team.
- Enter their email address and name.
- Choose a role (Staff or Admin).
- For Staff users, select which stores they can access and which permissions they should have.
- 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 |
| Pick & Pack | Use the order fulfilment workflow |
Admins automatically have all permissions and don't need them configured individually.
Editing a user
Click the edit icon on a user card to modify their details:
- Name - update their display name.
- Role - promote staff to admin or demote admin to staff. You cannot demote the last remaining admin.
- Status - set to Active or Inactive. Inactive users cannot log in.
- Store Access - for staff, choose which stores they can access.
- 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. Admin users cannot be deleted directly.
- To remove an 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 |
If the plugin is degraded or down, avoid making stock changes in Stokkap until the connection is restored - changes may not sync correctly. Common causes: the WooCommerce site is down, the Stokkap plugin was deactivated, or there's a hosting/network issue on the WordPress side. Check your plugin connection settings to troubleshoot.
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.