Overview
Your team members are the people who work in your business and log in to ninoPOS — your cashiers, managers, accountants and shop staff. This is different from your customers (the people who buy from you). Customers are added under Clients; team members are added under Team.
This guide shows you how to invite a staff member, how they get their login for the first time, and how to control exactly what each person is allowed to do — for example, who can give a discount, who can see your total sales, and who can delete records.
┌──────────────────────────┐ ┌──────────────────────────┐ │ TEAM MEMBER (staff) │ │ CUSTOMER (client) │ │ Menu: Team │ │ Menu: Clients │ │ ───────────────────── │ │ ───────────────────── │ │ Logs IN to ninoPOS │ │ Does NOT log in │ │ Rings sales, manages │ │ Buys from you │ │ stock, sees reports │ │ You send them invoices │ │ Has a ROLE (what they │ │ Has a purchase history │ │ are allowed to do) │ │ │ └──────────────────────────┘ └──────────────────────────┘
Only an Admin (the business owner and anyone you give the Admin role) can invite team members and change roles. If you are a manager, cashier or accountant, opening Team and its management buttons is restricted — even if you can see the menu link, the page will block you. This is normal and protects your business.
Where to Find the Team Page
┌─────────────────────────────────────────────┐
│ LEFT SIDEBAR MENU │
│ │
│ 📊 Dashboard │
│ 📄 Invoices │
│ 📦 Products & Services │
│ 👥 Clients & Contacts │
│ 📊 Reports │
│ 👤 Team ←── Click here │
│ ⚙️ Settings │
│ │
└─────────────────────────────────────────────┘
│
▼
┌─────────────────────────────────────────────┐
│ TEAM │
│ Manage your team members and permissions │
│ │
│ [🛡 Manage Roles] [➕ Invite Member] │
│ │
│ Total: 4 Active: 3 Pending: 1 Roles: 5 │
└─────────────────────────────────────────────┘
In the left sidebar, click Team. The Team page opens with a summary of your staff at the top: Total Members, Active, Pending Invites, Total Roles and Inactive. Below that you will see the list of team members, a recent activity log, and your roles.
Step-by-Step: Invite a Team Member
The best way to add a staff member is to invite them by email. They receive a secure link, click it, and set their own password. You never handle their password — this is safer and simpler.
On the Team page, click the blue "Invite Member" button in the top right corner. A small window (dialog) opens titled "Invite Team Member".
Both fields are required — the Send Invite button stays disabled until you type an email and pick a role. Under the role box there is a link, "Manage roles and permissions", that takes you to the Roles page if you need a role that doesn't exist yet.
Click Send Invite. ninoPOS emails the person a secure link and shows the message "Invitation sent". To help you in case the email is slow to arrive, ninoPOS also copies a backup link to your clipboard automatically. You can paste that link into WhatsApp, SMS or a chat and send it to your staff member directly.
Each invite link is valid for 7 days. If your staff member does not accept in time, it stops working — but you can easily resend it (see below).
What Happens Next — The First Login
Here is the full journey, from your invite to your staff member being able to work:
YOU (Admin) YOUR STAFF MEMBER
─────────── ─────────────────
1. Invite Member
enter email + role
│
▼
2. Send Invite ──── email + link ────► 3. Opens the email
Clicks "Accept invite"
│
▼
4. Sets their own name
& password
│
▼
5. They appear as ◄────────────── Account created
"Active" in your They can log in
team list with their role
- Your staff member opens the email and clicks the invite link.
- They land on the accept-invite page, where they enter their details and choose their own password.
- Until they accept, they appear in the Pending invitations card. Once they accept the invite and set their password, their account is created with the role you chose and they appear in the Team Members table as Active.
- From then on they log in at your normal ninoPOS login page with their email and password.
Each person should have their own login — never share one account. This way the activity log and sales reports correctly show who did what, and you can deactivate one person later without affecting everyone else.
Managing Pending Invitations
While an invite is waiting to be accepted, it appears in a "Pending invitations" card on the Team page. For each one you have two actions:
| Button | What it does | When to use it |
|---|---|---|
| Resend | Sends a fresh email with a new link and again copies a backup link to your clipboard | The person did not receive the email, or the link expired |
| Revoke | Cancels the invitation so the link no longer works | You invited the wrong person, or they no longer need access |
Each pending row also shows the role you assigned and how many days are left before the link expires (for example, "Expires in 5 days").
Editing or Removing a Team Member
In the Team Members table, click the ⋯ (three dots) menu at the end of a person's row. You will see:
- View details — opens a card showing their role, status, joined date, department and phone.
- Edit role — change the person to a different role. Pick the new role and click Update Role.
- Deactivate — turn off their access. They can no longer log in, but their history stays in your records. You can Reactivate them later.
ninoPOS deactivates staff instead of deleting them, so the sales and actions they recorded stay linked to a real person in your reports. You also cannot deactivate yourself — this stops you from accidentally locking yourself out of your own business.
Roles & Permissions — Controlling What Staff Can Do
A role is a job title with a set of permissions attached. When you give a staff member a role, you decide in one click everything they are and are not allowed to do. To manage roles, click Manage Roles on the Team page, or go to Settings → Roles (the Roles & Permissions page).
The built-in roles
ninoPOS comes with ready-made System roles so you can start immediately. These are shown with a purple "System" tag and cannot be deleted. Here is what each one is designed for:
| Role | Good for | Can typically... |
|---|---|---|
| Admin | The owner / manager-in-charge | Full access to the whole company: sell, manage stock, see all reports, delete records, manage the team and settings |
| Manager | A shop or branch supervisor | Everything except deleting core records; can approve stock transfers, adjustments, returns and give larger discounts |
| Accountant | Bookkeeping / finance staff | See financial reports, revenue, profit and the accounting ledger |
| Sales / Cashier | Front-counter staff | Ring up sales, take payments, open and close their own register; discounts are capped |
| Viewer | Someone who only needs to look | View-only access, no changes |
- Loss actions (stock adjustments, write-offs, returns, credit notes, purchase orders) → Manager and above.
- Confidential numbers (total sales, profit, stock value, dashboard totals) → Manager / Accountant and above. Cashiers do not see your company totals.
- Deleting records → Admin only.
- Big discounts at the till → a cashier is capped (usually 10%); anything larger needs a Manager.
The Permission Hierarchy card
At the top of the Roles & Permissions page, a blue information card summarises the levels:
Super Admin → Full system access (ninoPOS support only) Admin → Full company access Manager → All except delete Others → Based on the permissions you assign
Creating your own custom role
If the built-in roles don't fit, you can build your own — for example "Stock Clerk" who can only manage inventory. On the Roles page:
Click the "New Role" button (top right). The "Create New Role" window opens.
Enter a Role Name (required), such as "Stock Clerk", and an optional Description. Then, under Permissions, you will see a list of every part of the system. Click a module to expand it and tick the actions you want to allow.
▼ Inventory [Select All] [Clear]
☑ read ☑ write ☑ create ☑ update ☐ delete
▶ Reports
▶ POS
▶ Accounting
▶ Team Management
...
The modules you can control include: Dashboard, Invoices, Quotations, Products, Inventory, Clients & Contacts, Purchases, POS, Online Orders, Loans & Credit, Storefront, Accounting, Reports, Team Management and Settings. Common actions are read (see it), write / create / update (change it), delete (remove it), and for Reports, export. Use Select All or Clear to tick a whole module quickly.
Click Create Role. Your new role now appears in the table with a grey "Custom" tag, and you can assign it to staff when you invite them or when you edit their role.
To change an existing role, click the pencil (Edit) icon in its row; to remove a custom role, click the trash icon. System roles cannot be deleted, and deleting a role means anyone who had it loses those permissions — so reassign those people first.
Only give each person the access their job needs. A cashier does not need to delete products or see your profit. This protects your money and your data, and keeps your reports trustworthy.
Plan Limits
The number of team members you can have depends on your ninoPOS plan. A seat is counted when someone accepts and becomes an active member. If you reach your plan's limit, inviting a new person will be blocked with a message. To add more staff, upgrade your plan under Billing & Plan.
Common Questions
| Question | Answer |
|---|---|
| My staff didn't get the email | Use Resend, or paste the backup link (copied to your clipboard when you sent it) into WhatsApp |
| "A team member with this email already exists" | That email is already on your team. Check the members list, or use a different email |
| A staff member left the business | Open the ⋯ menu on their row and click Deactivate — do not share their login with someone new |
| I can't open the Team page | Only Admins manage the team. Ask the business owner to change your role or add the person for you |
| I want a cashier who can't see profit | Use the Cashier / Sales role, or create a custom role without the Accounting and Reports permissions |