Module 06 — Team Management & Roles

Audience: Customer Success & Sales Agents
Goal: Help customers add employees, assign roles, manage branch access, and understand what each role can and cannot do.

1. Understanding Roles

Every person added to a business in SmartSell is assigned one of four roles. The role determines what screens and actions they can access.

Critical point for agents: A user with the Sales role does not see the Business Detail screen at all. When they tap their business card on the Dashboard, they go straight to the POS. This is by design — they should not access settings, reports, or inventory.

2. Accessing Employee Management

From the Business Detail screen, scroll down and tap Manage Employees.

The Employees List screen opens showing:
- A search bar (searches by name or phone number)
- A stats summary: Total: X, Active: X, Inactive: X
- Employee cards listing name, role badge, branch, phone, and active/inactive status

3. Adding a New Employee

Tap the Add Employee button on the Employees List screen.

The Add Employee form opens with the following fields:

Tap Save to create the employee account.

The employee will receive a notification (SMS or push) with their login credentials.

Agent Note: For Sales-role employees, always assign a branch. Without a branch assignment, they will not be directed to the POS automatically and may not have a functional experience.

Agent Note: The PIN is separate from the account password. It is used for quick POS access on a shared device — for example, multiple cashiers using the same tablet, each with their own PIN to identify their sales.

4. Inviting an Existing User

If the employee already has a SmartSell account (for example, they were a member of another business), use the Invite flow instead of creating a new employee.

Tap the Invite Employee button on the Employees List screen.

This generates an invitation link and a QR code that the employee can scan or open to join the business with the specified role.

Use case: A multi-business owner who wants the same manager to have access to two of their businesses would use Invite — the manager does not need to create a new account.

5. Viewing an Employee's Profile

Tap any employee card from the Employees List to open their Employee Detail screen, which shows:
- Name, role, branch assignment
- Phone and email
- Start date
- Active/Inactive status
- Sales stats (if they are a Sales-role user with recorded transactions)

6. Editing an Employee

From the Employee Detail screen, tap the Edit button to modify the employee's details — name, role, branch assignment, email, or PIN.

7. Deactivating or Reactivating an Employee

If an employee leaves the business, deactivate their account rather than deleting it. Deactivating:
- Removes their access to the business immediately
- Preserves their historical sales records for reporting purposes

From the Employee Detail screen, tap Deactivate. A confirmation prompt appears before the action is executed.

To reactivate a deactivated employee, open their profile and tap Activate.

Agent Note: If a customer says "an ex-employee is still accessing our POS," guide them to the Employees List, find the employee, and deactivate them immediately.

8. Resetting an Employee's Password

If an employee forgets their password, there are two options:

1. The employee resets it themselves: They use the Forgot Password flow on the login screen (requires access to their registered phone number)
2. Manager-initiated reset: From the web portal, a manager or owner can trigger a password reset for an employee

Agent Note: SmartSell does not display passwords to anyone, including the business owner. If an employee cannot access their phone number to receive the SMS reset code, they will need to contact SmartSell support to verify identity and regain access.

9. Role Permissions Quick Reference

Summary

Previous Module → 05 — Point of Sale (POS) Operations
Next Module → 07 — Credits & Customer Debt Management