Inviting your team & accountant

There are two kinds of people who use Swann Retail, and they’re set up in different places:

• Back-office users sign in with their email to use the app on a computer — managers, an accountant. Invite them under Settings → Users → Back office.
• Register cashiers sign in with a PIN at the till and don’t need an email login. Set them up under Settings → Users → Register.

This page covers the first kind. You need the Manage staff permission (owners have it) to invite.

Invite someone

1. Go to Settings → Users → Back office and press Invite member.
2. Enter their email address.
3. Pick a role — this decides what they can see and do (see Roles below).
4. Press Send invite.

They get an email with an Accept your invitation button. They click it, then sign in to Swann Retail with that email — using email-and-password or Continue with Google. You don’t set a password for them; they sign in with their own account.

Email/password users must verify their email first. If they create an email-and-password account, they’ll need to confirm their email address before the invite takes effect — the accept link in the invite email walks them through it. Signing in with Google already counts as verified.

Give your accountant access

To give an accountant a reports-only login:

1. First, under Settings → Roles, create a role that has only the View reports permission.
2. Then invite the accountant under Settings → Users → Back office and pick that role.

There’s no ready-made “Accountant” role, so you create the reports-only role once and reuse it. They’ll be able to open your reports and nothing else.

Manage invites and access

The Back office list shows each person’s email, role, and status — Pending (invited, not signed in yet), Active, or Deactivated. Per person you can:

• Resend a pending invite.
• Change role to widen or narrow their access.
• Deactivate access — they can no longer sign in. If they’re signed in at the time, the next time the app checks in they see a note that their account has been deactivated and are signed out. You can Reactivate them later, or re-invite.

An owner can be deactivated or moved to a different role only by another owner, and only while another active owner remains — your store always keeps at least one.

Roles

A role is a bundle of permissions. Swann Retail starts you with a few ready-made roles, and you can add your own under Settings → Roles:

Role	Can do
Owner	Everything. Your store always keeps at least one, and you can’t invite someone straight in as an owner.
Manager	Catalog, selling, discounts, returns, inventory, customers, quotes, and reports — but not user or settings management.
Cashier	Sell, apply discounts, view customers, and work with quotes.
Driver	Deliver orders.

You may also see a Register Device role in the list — a permission-less account Swann Retail uses for register hardware, not something you assign to a person.

For anything in between — like the reports-only accountant above — create a custom role with exactly the permissions you want. See Roles & permissions for the full list of permissions and how to create one.

Good to know

• One email, one store. An email that already runs its own Swann Retail store can’t be invited to a second one yet, so use an address that isn’t already an owner elsewhere.
• You can’t invite someone as the Owner. Invite them with another role, then an owner can change their role to Owner.