Your team, access & invitations

Atiéndalo is multi-user: each person on your team signs in with their own account and sees only what their access allows. One account can belong to several shops, and switches between them from the sidebar, under Switch shop.

Each person’s access

When you invite someone, or under Edit access on their page, you pick one of these:

• Cashier — sells, opens and closes the register, registers customers and counts stock. Sees only their own sales.
• Manager — runs the day: sales, returns, customers, stock and products. Sees no money figures.
• Stockroom — receives and counts stock, prints labels and adds products. Does not sell.
• Admin — everything, including reports, brand payouts, the team and the settings.
• Custom — you pick permission by permission.

Cashier, Manager and Stockroom are mixes of the same eight permissions. Picking one switches its permissions on for you; you see and adjust them under Permissions, below the choices. If you switch one on or off, the choice moves to the one that matches, or to Custom.

The eight permissions

• Sell at the till — the checkout: sells, records layaways and their deposits, opens and closes the register and records cash movements. Looks up and registers customers, applies discounts, sells gift cards and checks balances. Sees and voids only their own sales, and on Today sees their own sales and the register.
• Sales and returns — sees and voids every sale in the shop, takes returns, records deposits on any layaway and changes a product’s price at the till. Never deletes a sale.
• Customers and promotions — sees the full customer list and edits their details, creates and manages discounts, and sees and voids gift cards.
• Receive stock — records stock receipts and returns to brands, and imports receipts from a file. Prints labels and sees the stock movements. Does not delete receipts.
• Count stock — takes physical counts with the scanner. Applying the result moves stock, so it also takes Receive stock. Does not delete counts.
• Products — creates and edits products, prices and categories, activates and deactivates them, and prints labels. The product import stays with admins.
• Brands and suppliers — creates, edits, activates and deactivates brands and suppliers, with their terms (consignment, rent, payout cadence, contract) and their portal. Does not record payments or send statements.
• Reports and figures — sees the reports and the money figures: shop-wide sales, costs, margins, profit, stock value, the card fee and what each brand is owed. Sees the full Today, brand health, and downloads the inventory. Read only: doesn’t record brand payouts.

Everyone on the team, whatever their permissions, sees products and brands, with price and stock.

Some things need two permissions: a product’s cost and margin are only seen and typed by whoever has Reports and figures; the first stock when creating a product is set by whoever also has Receive stock, and applying a physical count takes Count stock and Receive stock.

What stays with admins

No permission grants these; they’re for admins only:

• The team: inviting, editing access, deactivating or removing people.
• Your store: the settings, the plan, the counter tablets, the card terminals, data imports and downloading your data.
• Recording brand payouts (settlements), sending statements and opening the brand portal.
• Deleting a sale, a stock receipt or a physical count.
• The Agent and What’s new.

The shop’s owner is whoever created it. They can’t be demoted, deactivated or removed by other admins, and they’re the only one who can close the shop, transfer it or change its kind.

Where each person lands

Whoever has Sell at the till lands straight at checkout. Everyone else lands on the shop’s home page, which shows only the screens they can open. The sidebar shows only those too.

Inviting someone

1. Open Users and press Invite a user.
2. Type their name and email.
3. Pick their access: Cashier comes selected; change it if needed.
4. Press Send invitation. Atiéndalo emails them the invitation link, valid for 48 hours.
5. If you’d rather send it over WhatsApp, use Copy link in the pending invitations list.

What happens to whoever receives it:

• If they already use Atiéndalo (in another shop or in yours), they sign in with the same account and join yours too, with the access you picked.
• If they’re new, their account is created when they open the link. They need no password: they sign in with an emailed link every time. If they have a Google or Facebook account with that email, they can press Continue with Google or Continue with Facebook on the invitation and land straight in your shop.

While the invitation is pending you can Revoke the link from the list. There’s no resend button, on purpose: to follow up, send a new invitation.

Changing access, closing access

It all comes from the person’s page, in Users:

1. Press Edit access.
2. Pick another choice, or open Permissions and switch the ones you need on or off.
3. Press Save. The change applies from their next click.

The page’s menu also has:

• Deactivate access locks them out of this shop while keeping their sales history and their place in reports. That’s what you want when someone leaves the team. Reactivate access brings them back.
• Remove from team takes them out of your shop entirely. Their access to other shops and their sales history are unchanged.
• Transfer the shop (owner only, confirming with a code sent to their email) makes another active admin the owner. You stay on as an admin.

The page also shows how much that person has sold, how many orders they made and how many stock movements they recorded. Your store → Team has the summary: active users, pending invitations and who the owner is.

Sessions and devices

Everyone can see the devices where they’re signed in under Sessions and close any they don’t recognise; when a phone goes missing, Sign out everywhere else is the first thing to do. That and the rest of each person’s account are covered in Your profile.

Connecting the counter tablet

To open a team member’s account on a shop device, without their email or password, open their page and use Connect a device: a one-time code and a QR. That device works with that person’s access. It isn’t available for an admin. A counter tablet, on the other hand, always works as a Cashier, even though an admin connects it. The step by step is in Connecting the counter tablet and other devices.

Good practices

• One account per person. That way every sale, every closing and every count is recorded under whoever did it, and the user page is worth something.
• Give each person what their job needs: Cashier for the counter, Stockroom for whoever receives stock, Manager for whoever runs the shop when you’re away. Keep Admin and Reports and figures for whoever handles the money.
• When someone leaves, deactivate their access the same day. It takes effect immediately.

What can go wrong

• The invitation expired. It lasts 48 hours and isn’t resent. Send a new one from Invite a user.
• They opened the invitation and it asks them to sign in. That email already has an Atiéndalo account. Let them sign in and the invitation is accepted on the way through.
• It says the invitation is for another email. The link is for the address it was sent to. If that person uses a different email, invite them with the one they actually use. The same goes for Google and Facebook: they have to pick the account for that address.
• Someone can’t see a screen or a button. They’re missing the permission. For example, without Reports and figures they see no costs, margins or reports; without Receive stock they can’t record receipts. Give it to them under Edit access.
• A Custom access won’t save. At least one permission has to be on. If they shouldn’t do anything in the shop, use Deactivate access.
• A manager needs to create a brand. Creating brands and changing their terms is for admins. Create it yourself, or make them an admin.
• An admin can’t deactivate the owner. Correct. The owner only changes through Transfer the shop, and only the owner can do it.
• Someone no longer works with you and still gets in. Deactivating or removing them blocks them immediately, on every device.