Managing User Roles in Merchant Manager

Inviting and creating users in Merchant Manager is a key feature that helps you control who has access to which tools within your business. There are three distinct user roles, each with specific permissions tailored to your team's responsibilities:

User Roles and Permissions

• Owner Mode – Full access to all features, including settings and user management.
• Manager Role – Access to all features except the Settings tab and the ability to delete users.
• Barista Role – Limited access to Clock In/Clock Out functionality on the Point of Sale (POS) system only.

Editing an Existing User

To edit an existing user’s information:

1. Click the pencil icon next to the user's name.
2. You can update the following details:
   • Phone Number
   • Email
   • Role (e.g., promote a Barista to Manager)
   • Compensation
3. Click Save to update changes.

⚠️ Note: If you enter a phone number that is already associated with another user, you will see an error message.

This is also where you can update a user's role — for example, if you’re promoting a Barista to a Manager, you can assign the appropriate access level.

Important:
Managers will gain access to Insights & Reporting only if they are granted access to Merchant Manager.

Creating a User

To add a new team member (e.g., Barista or Manager) to your database:

1. Click the Create User button to open the user creation module.
2. Fill in the user’s details, including phone number, role(s), and optional compensation.

Things to Consider

• ✅ Auto-fill Feature:
  If the phone number you enter already exists in the database, the associated name and email address will automatically populate.
• 🧾 Compensation Field:
  This is for internal tracking only and does not impact payroll.
• 🏬 Role Assignment:
  Roles can be assigned at the store level or company-wide.
• 👥 Multiple Roles Allowed:
  A single user can hold more than one role. For example, an Owner can also be a Barista who clocks in and out.

• Once you select the desired role, you'll then choose which store(s) that role should apply to. This allows you to control which locations the employee can access based on their responsibilities.
• You can assign access to one or multiple stores, depending on the team member’s role and schedule.

Sending an Invitation

Once you’ve entered all the required information for the user, click "Save & Send Invite". This action will trigger an SMS invitation to the employee, based on their assigned role.

Things to Consider

• 🔐 PIN Code Reuse:
  The PIN assigned for register login will be the same PIN used for store gift card access.
• 📩 Role-Based Messaging:
  The SMS message the employee receives will vary depending on whether they are invited as a Barista or a Manager. Each role receives tailored onboarding instructions relevant to their access level.

• Users assigned the Manager or Owner role will automatically be granted this permission.

• If you are granted only the Barista role at a store, you will see the following message:

Accepting Your Invitation to Merchant Manager

Once you're invited to the correct store location and company, you’ll receive a notification in Merchant Manager prompting you to accept the invitation and gain access.

✅ Steps to Accept Your Invitation:

1. Click the link provided in the SMS message you received.

2. Log in using your phone number.

3. Click on the Alert Bell icon in the top-right corner.

4. Find the invitation and click "Accept" to gain access to the Merchant Manager tool.

Still Having Issues?

If you’ve followed the steps above and are still experiencing issues, please don’t hesitate to reach out to the Joe Success Team at support@joe.coffee. We’re here to help!