Add a staff member

Give each person who helps you run the store their own sign-in to the console, with only the access their job needs. This article covers the Staff users page, how many accounts your plan includes, every field of the form, the temporary password you hand over yourself, and what happens when they first sign in.

Adding staff needs the Add staff permission, and seeing the page needs View staff. Out of the box only the Store owner role has them. See staff roles.

Staff users: your team, their roles and last sign-in

In the sidebar, under Administration, open Staff, then Staff users. You can also open your staff list (opens in a new tab) from here.

The Staff users page for Layal Boutique: three summary cards, a search box, and four people with their roles, last sign-in dates and Active or Suspended status — Layal’s team: the owner, a store manager, a sales staff member who is suspended, and one person on a custom role.

At the top, three cards count your team:

Staff members: everyone with a sign-in to this store, you included.
Active: those who can sign in.
Suspended: those you have stopped from signing in for now. See suspend a staff member.

Each person has one row:

Part of the row	What it shows
Initials and name	Their first and last name, or their email if no name is set. Your own row carries a You badge.
Email	The address they sign in with.
Roles	One chip per role they hold. A custom role shows the name you gave it, in every console language. No roles means they hold none.
Last sign-in	The date they last signed in, or Never if they have not signed in yet.
Status	Active or Suspended.
Buttons	Edit, Suspend (or Activate for a suspended person) and Delete. Your own row has only Edit: you cannot suspend or remove yourself.

How many staff accounts your plan includes

Every plan includes a number of staff accounts. The count includes you, the owner.

Plan	Staff accounts	In practice
Free	1	Just you.
Starter	3	You and two others.
Growth	10	You and nine others.
Business	Unlimited
Enterprise	Unlimited

A suspended person still takes a place, because their account still exists. A person you remove frees their place at once. To see where you stand, open Subscription and look at Staff accounts under Usage. See plans and what each includes.

Moving down to a plan with fewer staff accounts removes nobody. On the day the change happens, the accounts beyond the new plan’s limit are paused: those people cannot sign in, and their accounts and roles are kept. The store owner keeps their place first, then the people who have been on your staff longest, and the window lists who is paused before you confirm. Move back up and the paused accounts are switched back on. See what happens to features the new plan leaves out.

When you reach your plan’s limit

Add staff member stays available when your plan is full, so nothing looks different until you save. Then the form is refused with This plan has reached its staff account limit. and nobody is added.

You have two ways forward:

Free a place. Remove someone who no longer works with you. Suspending them is not enough. See remove someone from your team.
Move up a plan. Starter takes you to 3 accounts, Growth to 10, and Business and up have no limit. See upgrade or change your plan.

Adding Dana Odeh to Layal Boutique: her email and name, a temporary password and the role she needs. She then appears in the list, not yet signed in.

Open Staff users.
Select Add staff member at the top right of the list.

The empty form for adding a staff member: email, first name, last name, phone with +962 chosen, temporary password, and the store’s roles as tick boxes — The form opens empty. Fields with a red star are required.

In Email, type the address they will sign in with.
Type their First name and Last name.
Optionally, choose the country code and type their Phone number.
In Temporary password, type a password for their first sign-in. See the temporary password.
Under Assigned roles, tick the role or roles they need. See give them at least one role.

The form filled in for Dana Odeh: her email, name and Jordanian phone number, a temporary password rated Strong, and the Fulfilment team role ticked — Ready to save. The strength bar under the password fills as you type.

Select Add staff member at the bottom of the form.

The form turns into Staff member added, with the email and temporary password to hand over. The new person appears in your list straight away, as Active, with Never under Last sign-in. If the Set up your store list on your Dashboard shows Invite a team member, it ticks itself as soon as a second active person is on your team.

The fields

Field	Required	What to know
Email	Yes	The address they sign in with. It must be a valid address, up to 256 characters, and must not already belong to a NoqtaShop account. You cannot change it later.
First name	Yes	Up to 100 characters. Shown on the Staff users page.
Last name	Yes	Up to 100 characters.
Phone	No	Starts on Jordan’s code, +962; choose another country from the list if you need to. Type the number as you dial it in Jordan, such as 079 555 0142, or paste it with its code, such as +962 79 555 0142: either way it is saved once, as +962795550142. Up to 20 characters, kept on their account for your records.
Temporary password	Yes	At least 8 characters, with an uppercase letter, a lowercase letter, a number and a symbol.
Assigned roles	At least one	What they can see and do in the console.

The temporary password: we do not email it

The form says it at the top: We do not email new staff. You share the temporary password with them yourself. Nothing is sent to the new person when you add them. You choose the password, and you give it to them.

While you type it, a bar under the field rates it Too short, Weak, Medium or Strong, with a tip such as Mix in a capital letter, a number or a symbol. Aim for Strong. Avoid their name or email in it.

The password must have at least 8 characters, with at least one uppercase letter, one lowercase letter, one number and one symbol, for example Terracotta#2026. The form only checks the length before you save, so a password without all four is refused after you select Add staff member. See what the form flags.

Once they are added, the form shows Staff member added with the line Share this temporary password with them. It is not shown again, and we do not email it., their email and the password in full.

The Staff member added window: the line Share this temporary password with them. It is not shown again, and we do not email it., the email dana@layal.example, the temporary password Cardamom-Velvet-58 in full, a Copy password button and Done — The only time the password is shown. Copy it before you select Done.

Select Copy password. The button reads Copied for a moment.
Send the password to them privately, or tell them in person.
Select Done.

If copying fails, you see Could not copy — select the password and copy it by hand. Select the password on screen and copy it yourself.

Warning

This is the only time the password is shown. Once you select Done, nobody can see it again, not even you. If it is lost before they sign in, they can set their own from Forgot password? on the sign-in page. See reset a forgotten password.

Give them at least one role

A role decides what a person can see and do. Under Assigned roles, every role in your store is listed with its description:

Role	In short
Store owner	Full access, including staff, roles, settings and your subscription. Give it only to someone who co-owns the store.
Store manager	Everything except Settings, Subscription, Staff and Roles. Sees your sales and profit, and can design and publish the storefront.
Sales staff	Orders, including cancelling and refunding, and their shipments. Viewing products, categories, delivery providers and reviews. Viewing and editing customers, and answering their messages. Does not see your sales and profit figures.
Your custom roles	Exactly the permissions you chose. Custom roles are on Business and up.

Tick more than one role to combine them: the person gets every permission in every role they hold. Staff roles: what each one can see and do lists each role’s permissions in full.

A person with no role could sign in and then open nothing, so the form insists on at least one. If the list says No roles yet. Add one in the Roles & permissions tab., the roles could not be loaded for you. Every store has three built-in roles, so this usually means your own role cannot view roles. Ask the store owner.

If you add staff through a custom role rather than as the store owner, you can only give roles whose permissions you hold yourself. Anything more is refused with You cannot give a permission you do not have yourself.

What the form flags

When you select Add staff member with something missing or wrong, the form marks each field in red, says what to fix under it, and shows Fill in every required field. Each message clears as soon as you fix that field.

The form with nothing filled in after trying to save: red messages under email, first name, last name and password, and a message under the roles — Every required field left empty. The role message explains why one role is needed.

Message	What to do
Enter an email address.	Type the address they will sign in with.
Enter a valid email address.	Check for a missing @ or domain, such as `dana@layal` instead of `dana@layal.example`.
Enter a first name. / Enter a last name.	Type both names.
Enter a password.	Type a temporary password.
Use at least 8 characters.	Make the password longer.
Pick at least one role — without one this person can sign in but cannot open anything.	Tick a role under Assigned roles.

The form with an email missing its domain and a seven-character password: Enter a valid email address and Use at least 8 characters show in red — Two fields to fix. The rest of the form keeps what you typed.

Some refusals come back after you save. The form stays open with everything you typed, so you can fix the problem and save again:

Message	What it means
This plan has reached its staff account limit.	Your plan is full. See when you reach your plan’s limit.
This email address is already in use.	That address already has a NoqtaShop account, on this store or another. Use a different address for them.
A message about the password, such as Password must contain at least one uppercase letter	The password lacks an uppercase letter, a lowercase letter, a number or a symbol. Add what is missing.
Could not save changes.	Nothing was saved. Try again.

Give the new person three things: the console’s sign-in page, the email you used and the temporary password. They sign in like you do. See sign in to the console. If their staff email is a Google account, they can also use Continue with Google instead of the password.

Once they are in, Last sign-in on their row shows the date instead of Never.

Ask them to replace the temporary password with one only they know. In Settings, on the Account tab, they use Change password. Every role has that tab. See change your password.

If they type a wrong password five times in a row, sign-in is paused for 30 minutes. You can lift that early. See unlock an account.

Find a staff member

Type in the search box above the list. It matches names, email addresses and role names, and the count beside it shows how many people match.

The Staff users page with manager typed in the search box: one person, Hala Nasser, the store manager — Searching by role. Typing manager finds everyone who holds the Store manager role.

When nobody matches, the list shows No matching staff and Try a different search term. Clear the box to see everyone again.

The Staff users page with accountant typed in the search box and the message No matching staff — Nobody matches. The cards at the top still count your whole team.

Next, change, suspend or remove a staff member, or see what each role can see and do.

Add a staff member

Staff users: your team, their roles and last sign-in

How many staff accounts your plan includes

When you reach your plan’s limit