Team roles and access

Where: Merchant workspace → Settings → Team & access.

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Employee accounts and roles

Employee accounts is the collective name for accounts with either the Manager or Staff role. These are two distinct permission levels, not interchangeable names. Both count towards the same employee allowance: for example, two Managers and three Staff use five employee accounts. The Owner is a separate role and does not count towards the employee allowance. Customer Members are also separate and do not count as employees. Changing an employee between Manager and Staff does not add another account or reset usage.

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A role belongs to an organisation

Employees are not assigned to individual outlets. Managers and Staff can perform the operations their role permits at any eligible outlet in the same business. The selected outlet records where a scan takes place; reward-specific outlet restrictions and subscription checks still apply. Access does not extend to another business unless that account also belongs to its team. With pooled Growth billing, the business’s employee allowance is 5 × paid outlets: one paid outlet allows five employees, two allow ten, and three allow fifteen. An employee working across several outlets counts once in that business. Creating a location or requesting an unpaid increase does not add slots. Scale capacity is agreed with us. Activation is required; Usage & limits shows the allowance currently enforced for your business. One account can have different roles across brands. Switching organisations changes the data and permission context; it does not combine their customers or billing. Permissions are checked by server actions and database functions/policies—not just by hiding buttons. Some configuration forms remain owner-only.

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Invite a teammate

Open Settings → Team & access under Organisation settings. Enter the person’s email and choose Manager or Staff, then select Create invitation. Kardy attempts to send the invitation email immediately. You can also copy the generated link and share it directly with that person. The recipient signs in with the invited email, verifies that email, returns to the invitation link, and accepts. Links expire after seven days and cannot be accepted by another email. An owner can revoke a pending invitation. Duplicate pending invitations and invitations to existing teammates are rejected. Acceptance must fit the business’s employee allowance. An invitation cannot promote an existing Staff member; use the role controls instead.

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Change or remove access

The owner can select a teammate’s role and choose Save role, or choose Remove and confirm. The Owner badge is separate: an owner cannot be downgraded or removed through the teammate controls. Removed teammates lose access on subsequent requests.

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Transfer ownership

1. Invite the new owner as a teammate and have them accept first.
2. In Ownership transfer, send a code to your sign-in email and verify it.
3. Select the teammate and request the transfer.
4. The teammate opens Organisation settings, verifies their own identity, accepts the responsibilities, and selects Accept ownership within 24 hours.

Verification is single-use and valid for five minutes. The owner can cancel a pending transfer. Acceptance changes ownership atomically and makes the previous owner a Manager; unaccepted team invitations from the old ownership are revoked. The organisation’s subscription stays with it. Billing-provider payment details are not automatically transferred—review those separately after the handover. Never share an owner’s login as a substitute for inviting teammates.