> For the complete documentation index, see [llms.txt](https://docs.perkville.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.perkville.com/features/settings/staff-members.md).

# Staff members

To manage staff members and their access to your loyalty program, navigate to "**Settings**" in the left-hand navigation or via your **My Business** menu and select "**Staff members**."

Here, you can add, edit, and remove staff members as needed. This section is designed to empower business staff with the necessary permissions and access to effectively administer your loyalty program.

{% embed url="<https://vimeo.com/644547464/e65d935ab6?p=1l>" %}

{% hint style="info" %}
Users with staff access can be restricted from earning points [via your program's advanced settings](/features/settings/advanced/prohibit-staff-from-earning-or-redeeming-points.md).
{% endhint %}

## Managing staff members

### Adding a staff member

To add a new staff member to your program, click **Add Staff Member**. You will be prompted to enter the following:

* Enter their email address
* Select their [role](#staff-member-roles)
* Specify if they are the billing-responsible user for the account
* Enter their title
* Choose the locations to which they should have access

{% hint style="info" %}
**Billing responsible users**

Every account requires one billing-responsible user. If you are trying to delete a billing-responsible user, you will need add or edit an existing staff member to make the billing-responsible.
{% endhint %}

Staff members that do not yet have a Perkville account will be sent an invitation to join the platform.

### Editing a staff member

You can edit a staff member anytime by clicking on their name.

### Removing a staff member

You can remove a staff member by clicking the **X** to the left of their name.

## When a staff member leaves or nobody can access the account

When someone with Perkville access leaves your organization, use the following sequence to maintain account access:

1. **Confirm another appropriate Admin can sign in.** Make sure another authorized staff member has the Admin role and access to the locations they need before removing the departing staff member.
2. **Transfer billing responsibility if needed.** If the departing staff member is the billing-responsible user, assign that designation to another staff member before removing them.
3. **Remove the departing staff member.** Once access and billing responsibility are covered, remove the former employee from the Staff members page.
4. **Use password reset for an existing authorized account.** If an authorized staff member still has an account but cannot sign in, follow [How do I reset my password?](/faqs/managing-emails-and-names/how-do-i-reset-my-password.md).
5. **Contact Perkville Support if no authorized Admin can sign in.** See [Perkville Support](/overview/support.md) for account-access assistance.

{% hint style="warning" %}
Do not share or continue using a former employee's Perkville credentials. Each authorized staff member should use their own account.
{% endhint %}

{% hint style="info" %}
**Is the staff transition part of a sale or ownership change?** See [What should I do when my business or location changes ownership?](/faqs/miscellaneous/what-should-i-do-when-my-business-or-location-changes-ownership.md). An ownership change can also involve billing, account, contract, and integration updates beyond staff access.
{% endhint %}

## Staff member roles

The roles for business staff and their permissions are described in the table below.

{% hint style="info" %}
You can customize permissions for **Employee** and **Front Desk** roles. Changes apply to every staff member with that role. See [Role permissions](/features/settings/staff-members/role-permissions.md) for details.
{% endhint %}

{% hint style="info" %}
If you're attempting to perform an action in Perkville for which you lack the necessary permissions, please seek assistance from a staff member who holds the required role.
{% endhint %}

<table><thead><tr><th>Permission</th><th data-type="checkbox">Scan Voucher</th><th data-type="checkbox">Front Desk</th><th data-type="checkbox">Employee</th><th data-type="checkbox">Admin</th></tr></thead><tbody><tr><td>Receive email notifications</td><td>true</td><td>true</td><td>true</td><td>true</td></tr><tr><td>Mark vouchers as used</td><td>true</td><td>true</td><td>true</td><td>true</td></tr><tr><td>Redeem points for customers</td><td>false</td><td>true</td><td>true</td><td>true</td></tr><tr><td>Add points/activities for customers</td><td>false</td><td>false</td><td>true</td><td>true</td></tr><tr><td>Add/redeem points/activities in bulk</td><td>false</td><td>false</td><td>true</td><td>true</td></tr><tr><td>Void transactions</td><td>false</td><td>false</td><td>true</td><td>true</td></tr><tr><td>Add/invite customers</td><td>false</td><td>true</td><td>true</td><td>true</td></tr><tr><td>Add/remove emails from pending accounts</td><td>false</td><td>true</td><td>true</td><td>true</td></tr><tr><td>Change primary email</td><td>false</td><td>true</td><td>true</td><td>true</td></tr><tr><td>Edit names</td><td>false</td><td>true</td><td>true</td><td>true</td></tr><tr><td>Transfer account details (no points)</td><td>false</td><td>true</td><td>true</td><td>true</td></tr><tr><td>Transfer account details (incl. points)</td><td>false</td><td>false</td><td>true</td><td>true</td></tr><tr><td>Export customer list</td><td>false</td><td>false</td><td>true</td><td>true</td></tr><tr><td>View referrals</td><td>false</td><td>true</td><td>true</td><td>true</td></tr><tr><td>Submit referrals of new leads</td><td>false</td><td>true</td><td>true</td><td>true</td></tr><tr><td>Submit referrals of existing customers</td><td>false</td><td>false</td><td>true</td><td>true</td></tr><tr><td>Run reports</td><td>false</td><td>true</td><td>true</td><td>true</td></tr><tr><td>Manage program rules and settings</td><td>false</td><td>false</td><td>false</td><td>true</td></tr></tbody></table>

{% hint style="info" %}
**Location-restricted admins** can only manage loyalty program rules and settings for their assigned locations. They cannot update the [Business Info](/features/settings/business-info.md) page or [branding](/features/settings/branding.md).
{% endhint %}

{% hint style="info" %}
**Scan Voucher staff members** will only receive email notifications for redemptions at their location
{% endhint %}

## Location-specific staff controls

When adding a staff member to Perkville, you can specify which locations they have access to. This feature affects their roles in the following ways:

[Staff members](#staff-member-roles) will only see customers associated with the locations they have access to. Additionally, they can only [perform actions](/features/customers.md) such as adding points, redeeming points, [creating reward program rules](/features/settings/loyalty-program.md), and setting up [promotions](/features/earning-rules/promotions-and-bonus-earnings.md) for the locations assigned to them. This ensures that staff members have access and capabilities based on their designated locations.

Staff members with the Admin role but without access to all locations will not be able to edit the [Business info](/features/settings/business-info.md) or [Branding](/features/settings/branding.md) sections.

{% hint style="info" %}
To prevent **location-restricted Admins** from removing their locations from a Perk or Challenge, see the [Locking locations feature](/features/settings/loyalty-program.md#locking-perk-locations).
{% endhint %}


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