This page covers how you manage your staff's access to your shop: the roles available, how to add and remove people, and why shared logins are prohibited. The tools are Settings → Users in the admin portal; the discipline is yours. Your staffing obligations under the franchise agreement are in the Franchise Agreement Policy, and the access discipline here follows the same least-privilege principle as the Data Access & Least Privilege policy (Data Access and Least Privilege Policy).
The roles
User accounts are the authoritative record of who holds which role. The roles that matter to you
- Franchise owner: you. Marked as the owner, with full control of your shop. This role is not shared, not lent, and not used as the front-desk login because it is convenient.
- Franchise employee: your staff. Scoped to your shop, with permissions set by you. The front desk gets booking and point of sale; they do not get financial settings or user management.
- Narrower functional roles exist for specific functions (grooming partners, pharmacy staff, and similar). Assign the narrowest role that lets the person do their job.
Least privilege is not paranoia; it is blast-radius control. The employee who can only see the appointment book cannot accidentally: or deliberately: touch payouts, refund records, or your Gross Sales reports. Every permission you grant beyond necessity is risk you have chosen to carry.
Adding someone
- Invite the person through Settings → Users. They receive a login tied to your shop with the role you assign.
- Verify they can get in: have them log in once while you are available, not the morning of their first solo shift.
- Verify they see what they should: no more, no less.
The most common misconfiguration is the new hire with owner-level access "just until we get set up." Temporary permissions have a way of becoming permanent.
Removing someone, promptly
Warning
When someone leaves, deactivate their login the same day: not at the end of the week. A departed employee with active access is a liability with a login: they can see customer data, issue refunds, and export records. Deactivation is one action. If the departure is contentious, check the permission audit log for what they touched in their final days; the log exists for exactly this.
Role changes for continuing employees: a promotion, new responsibilities: get the same-day treatment in the other direction: update the role when the job changes, not when someone remembers.
The shared-login problem
Warning
Do not share logins. One login per person, always. Shared logins destroy accountability: when three people use "frontdesk," nobody did anything and everybody did. They also break the audit log's usefulness: the log records which login acted, and a shared login makes that record meaningless. If someone needs access, they get their own invite. It takes two minutes.
Multi-shop staff
If you own multiple franchises and someone works across them, their access is per shop: logins are shop-scoped. A manager covering two shops needs the right role in both shops, and the shop switcher governs which shop they are acting in at any moment; see Getting Into Your Franchise Portal. Make sure cross-shop staff understand the switcher. Acting in the wrong shop is the multi-shop version of the shared-login problem.
Contact
Staff access and role problems: support@aapawz.com.
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