Invite team members and manage access

Use Settings → Team & Roles to invite staff, assign roles, and control which locations and features they can use. Give each person their own account so access can be changed without sharing passwords.

Before you start

You need permission to view users. Inviting, editing, or removing people requires the matching user or location-access permission. You can only grant permissions that you have yourself, and you cannot manage someone with an equal or higher role level.

Invite a team member

1. Open Settings → Team & Roles.
2. On Users, select Invite.
3. Enter one or more email addresses, separated by commas.
4. Choose the role each invited person should receive.
5. Select Send Invitations.

The person appears with an invited status until they accept and complete their profile. If an address is already a member or already has a pending invitation, Karma leaves that address unchanged and sends any other valid invitations.

Resend or remove an invitation

1. Find the invited person on Users.
2. Open the row actions.
3. Select Resend invitation when the original email expired or was missed.
4. Select Remove invitation when the person should no longer be able to join.

The status and action menu update after the request succeeds.

Create or edit a role

1. Open the Roles tab under Team & Roles.
2. Select Create Role, or open an existing custom role and select Edit Role.
3. Enter a role name and description.
4. Select at least one permission.
5. Save the role.

Use a name that describes the job, such as “Manager”, “Cashier”, or “Chef”. Built-in roles cannot be changed in the same way as custom roles.

Changing a role changes the permissions for users assigned to it. Review affected users before removing permissions needed during service.

Change one person's access

1. Open Users and select the active user.
2. Use Profile to update their basic details or role.
3. Use Permissions for individual additions or restrictions when available.
4. Use Access to review the locations they can use.
5. Save the change and ask the person to refresh Karma.

Use role-based access for shared job responsibilities. Reserve individual permission changes for real exceptions so access remains understandable.

Remove access

Open the user's actions and select Remove from location. Confirm the location carefully. The user loses access to that location but can keep access to other locations assigned to their account.

If a user cannot see a feature

Check the selected location, assigned role, individual permissions, and whether the feature is enabled for that location. If support is needed, include the user's email, location, expected feature, assigned role, and the permission warning shown. Never send the user's password or access code.