Your team is managed from Preferences › Team. The page has two sections:
Backoffice Admins — the people who sign in to the Backoffice: owners, admins and editors. These accounts use the seats included in your subscription.
Sellers (POS) — checkout staff who only use the Point of Sale app. Sellers are unlimited and never use a seat.
Only the owner of the account can add, edit or remove team members. Admins can reset a seller's passcode. Other roles can see the team but cannot change it.
Roles at a glance
Owner — the creator of the account. Signs in to the Backoffice and the POS. Has access to everything, including billing, team management and account termination. Uses a seat.
Admin — signs in to the Backoffice and the POS. Full access, except managing the team and critical account tasks such as termination. Uses a seat.
Editor — signs in to the Backoffice and the POS. Handles day-to-day work but has no access to sales statistics, dashboard analytics, sales reports or inventory statistics. Ideal for occasional staff. Uses a seat.
Seller — signs in to the POS only, to process sales in store. No Backoffice access. Does not use a seat.
Seats and plan limits
Each subscription plan includes a number of seats. The Available seats counter at the top of the Backoffice Admins section shows how many are left, for example 2/6.
Owners, admins and editors each take one seat.
Sellers never take a seat, whatever the plan.
When every seat is taken, the Add an admin button is replaced by Need more seats? Upgrade your plan, which takes you to your subscription. Removing an admin frees their seat immediately.
Add an admin
Go to Preferences › Team.
In Backoffice Admins, click Add an admin.
Enter the person's email address and submit.
If the address is not yet known to Common Ground, you will also be asked for their first and last name.
The new admin receives an email inviting them to sign in. On their first visit they will be asked to set a password. New members are added with the Admin role; change it afterwards if needed (see below).
Add a seller
Go to Preferences › Team.
In Sellers (POS), click Add a seller.
Enter the person's email address and submit. If the address is new, add their first and last name.
Sellers sign in on the POS app with their email. On their first login they are asked to create a passcode, which they then use to unlock the POS on a registered device. Sellers never use a seat, so you can add as many as your store needs.
Change someone's role
In the Backoffice Admins section, use the role dropdown on a person's row to switch them between Admin, Editor and Seller (POS only).
Moving someone to Seller frees their seat and moves them to the Sellers (POS) section. They lose access to the Backoffice.
Moving a seller to Admin or Editor requires a free seat.
The owner's role cannot be changed from this page.
Reset a seller's passcode
Owners and admins can do this. If a passcode has been shared, forgotten or needs to be rotated:
In Sellers (POS), open the ⋯ menu on the seller's row.
Choose Reset passcode and confirm.
The current passcode stops working immediately. No email is sent: the seller is simply asked to create a new passcode the next time they open the POS app.
Remove a team member
Admins and editors: click Delete on their row in Backoffice Admins.
Sellers: open the ⋯ menu on their row in Sellers (POS) and choose Delete.
Removing someone signs them out everywhere, revokes any API keys they held for this shop, and frees their seat if they had one. They receive an email letting them know their access has been withdrawn. You cannot remove yourself from this page.
Hand a seat to someone else
Seats are not tied to a person. To give a seat to a new colleague, remove the person who no longer needs it and add the new one — the seat is available as soon as the removal is done. Do not share or rename an existing account: each person should sign in with their own email address so that activity is tracked correctly.
To transfer ownership of the account to another person, contact support from the Help menu.
Edit your own details
Your own row shows Edit my profile instead of a Delete button. Use it to update your name, email address or password.
Changing plans
When you move to a plan with fewer seats than you currently use, you will be asked to choose which admins and editors keep their seat. Anyone not selected loses access when the plan changes. Sellers are never affected by a plan change.