Team and Permissions

This guide explains how to add team members to your MemberZone account, assign roles, and control what each person can see and do across your business.

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Team Management Overview

Navigate to Team in the sidebar (under Business Management) to manage your team.

The page title is Team Management with the subtitle "Manage your team members, roles, and permissions."

Your MemberZone business has one owner who has full, unrestricted access to everything. Beyond the owner, you can invite additional team members - tasting room staff, fulfillment managers, marketing coordinators, or anyone else who helps run your club, membership or program.

Each team member is assigned one or more roles that determine their level of access. You create the roles, choose the permissions, and decide whether access applies everywhere or only at specific locations.

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Owner Privileges

The business owner automatically has full access to every feature, every page, and every location. This cannot be limited or changed. The owner does not need a role assigned - they always have complete control, including access to billing, reports, and the ability to manage all team members.

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The Team Page

The Team page has four tabs: Team Members | Invitations | Roles | Staff

Only tabs you have permission for are shown:

• Team Members and Invitations tabs require the Manage Team Members permission.
• Roles tab requires the Manage Roles permission.
• Staff tab requires the Manage Team Members permission.

On mobile, the tab strip is replaced by a dropdown selector that shows the active tab name.

Each tab has a header action button at the top right:

• On the Team Members or Invitations tab: Add in bulk and Invite Member (Plus icon)
• On the Roles tab: Create Role button (Plus icon)
• On the Staff tab: Add in bulk and Add Staff (Plus icon)

Team Members Tab

Shows all active team members in a table with these columns:

Column	What It Shows
Member	Name, email, and active status dot
Role Assignments	Badges showing assigned roles (owner badge for the owner)
Joined	Date the member joined

Each non-owner row has an Actions menu (three-dot icon) with:

• Manage Roles - opens the role assignment sidebar (requires Manage Team Members permission)
• Deactivate - deactivates the team member, revoking access immediately (owner only)

Below the active members table, if any members have been deactivated, an Inactive Members section appears as a card with the title Inactive Members and the subtitle "Members who have been deactivated." Each inactive member row shows:

• Member - name, email, and inactive status dot
• Role Assignments - previously assigned roles
• Reactivate button - restores access (owner only)

Invitations Tab

Shows all pending and expired invitations in a table with these columns:

Column	What It Shows
Email	The invitee's email address, with a status dot (green for Pending, gray for Expired)
Role Assignments	Badges showing the roles that will be assigned when the invitation is accepted
Sent	The date the invitation was sent
Expires	The date the invitation link expires, on your business's calendar

Status badges:

• Pending - The invitation has been sent but not yet accepted (green dot)
• Expired - The invitation link is no longer valid (gray dot)

Each row has an Actions menu (three-dot icon) with:

• Resend - sends the invitation email again
• Cancel - cancels the invitation (only shown if the invitation has not expired)

Roles Tab

Shows all custom roles in a table with these columns:

Column	What It Shows
Role Name	The role name with an active/inactive status dot
Description	A short description of the role
Permissions	Count of permissions assigned (e.g., "5 permissions")
Members	Number of active members assigned to this role
Created	Date the role was created

Each row has an Actions menu (three-dot icon) with:

• Edit Role - opens the role editing sidebar
• Delete Role - permanently removes the role (only shown if zero members are assigned)

Clicking any role row also opens the role editing sidebar.

Staff Tab

Shows all staff members in a table with these columns:

Column	What It Shows
Name	Staff member's name
Title	Their job title
Added	Date they were added

Each row has an Actions menu (three-dot icon) with:

• Edit - opens the staff editing sidebar
• Deactivate - deactivates the staff member so they no longer appear in dropdowns

Clicking any staff row also opens the editing sidebar.

Active staff also appear at checkout: when someone joining online answers "How did you hear about us?" with Staff recommendation, they can pick who recommended you from your active staff, shown by first name and last initial only (for example "Jordan S."). Titles and anything else about the staff member are never shown to customers. See Members Overview.

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Inviting Team Members

You invite team members via email from the Team page. Here is how the process works:

How to Invite a Team Member

1. Go to Team in the sidebar (under Business Management).
2. On the Team Members or Invitations tab, click the Invite Member button (Plus icon) at the top right.
3. A sidebar opens on the right - enter the person's email address.
4. Select one or more role assignments. For each role, choose whether it applies to all locations or only specific ones.
5. Click send - the person receives an email invitation.
6. They click the link in the email, create a new MemberZone account (or sign in with an existing one), and are added to your team.

Invitation Details

• Each invitation includes a unique token link tied to that specific person and role assignment.
• Invitations expire 7 days after they are sent. If the link expires before the person accepts, resend it: a resent invitation gets a fresh link that lasts another 7 days.
• The expiry date in the invitation email and in the Expires column is your business's date, in your business's time zone. See Time Zones.
• You can view all invitations from the Invitations tab, including their current status.

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Roles and Permissions

MemberZone does NOT use fixed roles like "Admin" or "Manager." Instead, you create custom roles that bundle whatever permissions you need. Owners have ALL privileges automatically. Non-owners get the combined (union) permissions of every role assigned to them. Roles can be scoped to specific locations.

How to Create a Custom Role

1. Go to Team in the sidebar.
2. Click the Roles tab.
3. Click the Create Role button (Plus icon) at the top right.
4. A sidebar opens on the right - enter a role name (e.g., "Tasting Room Staff", "Fulfillment Manager").
5. Toggle individual permissions on or off - permissions are grouped by category (see list below).
6. Click Save.

You can edit or delete roles at any time. Changes to a role affect everyone assigned to it immediately.

How Role Assignments Work

When you invite someone or edit an existing team member, you assign them one or more roles. If a person has multiple roles, their access is additive - they get the combined permissions of every role they hold. For example, if Role A allows viewing orders and Role B allows managing fulfillment, a team member with both roles can do both.

Available Permissions

Here is the full list of permissions you can include in a role, grouped as they appear in the role sidebar:

Business Group Management

• Manage Group Settings - Update business information, settings and integrations, including your business's time zone, the card email settings under Settings > Communication and Show member ID at the register under Settings > Point of Sale. Teammates with this permission can save business settings such as your profile and storefront (this used to be owner only), including the online store and store shipping switches under Storefront > Store settings
• Manage Locations - Create, edit and manage business locations, including a location's time zone
• Manage Shipping - Configure shipping states and shipping settings
• Manage Integrations - Connect and manage integrations (POS, shipping providers)
• Delete Location - Permanently delete a location from the business

Team Members

• Manage Team Members - Invite, remove and manage team members
• Manage Roles - Create and manage custom roles and permissions

Staff

• View Staff - View the staff roster used for "Added by" and "Recommended by" when adding members, and "Ordered by" and "Recommended by" when ringing up a store order
• Change Member Attribution - Reassign which staff member is credited with adding a member (Added by). Used to track sales. It doesn't change Heard about us or Recommended by, which record what the customer said and can't be edited.

Program Management

• View Programs - View your clubs, memberships or programs and their details
• Create Programs - Create new clubs, memberships or programs
• Edit Programs - Modify existing programs and their details
• Delete Programs - Remove programs
• Publish Programs - Make programs live and open for members to join

Template Management

• View Templates - See all fulfillment and enrollment templates and their per-location configuration.
• Manage Templates - Create, edit, and delete templates; configure inventory per location; set per-tier enrollment template and default fulfillment template.

Inventory Management

• View Inventory - See inventory items and stock levels
• Manage Inventory - Add, edit and remove inventory items
• Sync Inventory - Sync inventory with connected POS systems

Order Management

• Process Orders - Process fulfillment, pickups and shipments
• Manage Fulfillment - Manage fulfillment cycles and member selections

Analytics & Reports

• View Analytics - Access dashboards and performance reports
• Export Data - Download reports and data exports

Financial

• View Financial - See payment and revenue information
• Manage Billing - Handle billing settings and payment methods
• Issue Refunds - Refund payments through the Transaction Detail Sidebar, the ecommerce order footer, and the member fulfillment sidebar (full and partial refunds, Stripe-processed)
• View Revenue - Access revenue metrics and financial summaries

Customer Management

• View Customers - See member profiles and membership details
• Manage Customer Notes - Add and edit notes on member profiles
• Manage Members - Add, edit, pause, resume and cancel program members. Includes seeing your list of programs, so staff can switch members between them without View Programs

Inbox

• View Inbox - Read message threads between your business and its customers
• Reply in Inbox - Reply to customers, resolve threads, and manage AI reply settings

Reward Management

• Create Rewards - Set up new member rewards
• Edit Rewards - Modify existing rewards and their settings
• Delete Rewards - Remove rewards
• View Rewards - See all rewards and discounts
• Manage Member Rewards - Reset, grant or deduct reward redemptions for individual members, and redeem rewards on their behalf

Communication & Testing

• Test Emails - Send test versions of email templates to verify content and formatting
• Manage Email Templates - Customize transactional email templates with the email builder
• Manage Marketing - Create and send marketing campaigns, manage audiences and suppressions

CRM

• View CRM - View CRM contacts, leads and staged members
• Manage CRM - Add leads, import members, manage staged members and activate memberships. Includes seeing your list of programs, so staff can change a staged member's program without View Programs
• Edit Member Details - Change a member's name, email, phone, birthday, address, custom ID, alternate contacts and notes. Can't add, activate or remove members.
• Manage Comps and No-Card Activation - Grant, end and change comps, activate members without a card, and change their paid-through date
• Start Kiosk - Hand a tablet to customers so they can join a program themselves, at the locations this role covers. Manage CRM also allows starting a kiosk. See Kiosk Mode

Manage Comps and No-Card Activation (previously called Activate Without a Card) hands out unpaid time, so no role has it unless you add it (owners always have it; roles named "Admin" received it when activating without a card launched). It only counts when granted for the whole business, not for chosen locations. Comps work with the permission alone; activating without a card also needs that feature turned on for your business. See Comps and Lifetime Memberships and Members Without a Card.

Edit Member Details is for staff who fix records but shouldn't change who is a member, for example someone correcting a typo in an email. Manage CRM already includes everything it allows; changing a member-since date still needs Manage CRM. Without either one, the edit buttons on a member's profile (the Edit member pencil, alternate contacts, the custom ID) are hidden. Addresses can also be changed with View Customers, and notes and alerts with Manage Customer Notes.

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Location-Scoped Roles

When you assign a role to a team member, you can restrict it to specific locations. This is especially useful for multi-location businesses where staff only work at certain tasting rooms, production facilities, or retail locations.

How Location Scoping Works

• Group-wide: If you do not specify any locations when assigning a role, the role applies to all locations in your business - including any locations you add in the future.
• Location-specific: If you select one or more locations, the role only applies at those locations. The team member can only use those permissions in the context of the selected locations.

Examples

• A tasting room associate at your downtown location gets the "Tasting Room Staff" role scoped to just that location. They can process orders and manage rewards there, but cannot see or affect anything at your other locations.
• Your fulfillment manager gets a "Fulfillment Manager" role applied group-wide, so they can manage shipping and fulfillment across every location.
• A regional manager overseeing two of your five locations gets their role scoped to just those two.

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Managing Your Team

How to Edit Team Member Roles

1. Go to Team in the sidebar.
2. On the Team Members tab, find the team member.
3. Click the three-dot menu on their row.
4. Click Manage Roles.
5. A sidebar opens where you can add new roles, remove existing ones, or change the location scope of their assignments.
6. Changes take effect immediately.

How to Deactivate a Team Member

1. Go to Team in the sidebar.
2. On the Team Members tab, find the team member.
3. Click the three-dot menu on their row.
4. Click Deactivate (owner only).
5. Confirm in the dialog - the member loses access immediately and can no longer sign in to your MemberZone account.
6. Their past activity and history remain in the system.

How to Reactivate a Team Member

1. Scroll down to the Inactive Members section on the Team Members tab.
2. Click the Reactivate button on the member's row (owner only).
3. The member regains access with their previous role assignments.

How to Add a Staff Member

1. Go to Team in the sidebar.
2. Click the Staff tab.
3. Click the Add Staff button (Plus icon) at the top right.
4. A sidebar opens on the right - enter the staff member's name and title.
5. Click Save.

Staff members are used to track who added members (e.g., "Added by Sarah" on a member's profile) and for attribution in activity logs. Staff members do not have login access - for that, invite a team member instead.

How to Add Staff in Bulk

1. Go to Team in the sidebar.
2. On the Staff, Team Members or Invitations tab, click Add in bulk at the top right.
3. A sidebar opens on the right. Add your people one of three ways:
   • Paste a list, one person per line: name, email, role, locations. A paste from a spreadsheet works too. Separate several locations with a semicolon, or leave them blank for every location.
   • Upload CSV with the same columns. A header row starting with "Name" is skipped.
   • Import from Toast, Import from Square, Import from Lightspeed, Import from Clover or Import from Shift4 (each shown when that POS is connected) to bring in your employee list from the register. Square brings in your active team members; Lightspeed brings in its current users, leaving out users limited to outlets your business doesn't connect; Clover brings in the employees of each connected Clover merchant account. Shift4 doesn't share a staff list, so its import lists the people named on checks (sales from the last 90 days), by name only, and a note in the sidebar says so: "Shift4 doesn't share a staff list, so this lists the people named on checks in the last 90 days." Add an email to a Shift4 row if you want to invite that person to log in.
4. Click Preview. Each row shows whether it is ready, or why it can't be added (for example, a role or location name that doesn't match, or an email that doesn't look right). Fix a row in place, pick a role, or remove it.
5. Click Add staff. Each row is added on its own, so one bad row doesn't stop the others. Rows that didn't go through stay in the list with the reason.

A row with a role is also invited by email to log in, just like Invite Member. A row with no role is added as "Staff only, no login".

Importing from a POS again skips the people you already brought in (their rows read "Already imported."), so you can re-run it whenever you hire. Imported people start as "Staff only, no login" until you pick a role.

If the sidebar asks you to reconnect Clover

Clover only shares your employees with a connection that was approved for employee access. If MemberZone was installed in Clover before it asked for it, Import from Clover shows Reconnect Clover to import staff ("Clover hasn't given MemberZone permission to read your employees. Reconnect Clover to grant it, then import again.") with an Open Clover settings button, and the Clover settings page shows the same prompt with Reconnect Clover. Reconnect and approve employee access. If Clover doesn't ask for it, uninstall MemberZone in Clover under More Tools, then My Apps, and connect again. Everything else keeps working in the meantime.

If the sidebar asks you to reconnect Lightspeed

Lightspeed shares your users only once MemberZone has its permission to read them. If you connected Lightspeed before staff import was added, the Lightspeed settings page shows Reconnect Lightspeed to finish setup, listing Staff import, and Import from Lightspeed shows Reconnect Lightspeed to import staff ("Lightspeed hasn't given MemberZone permission to read your users. Reconnect Lightspeed to grant it, then import again.") with an Open Lightspeed settings button. Click Reconnect Lightspeed, approve in Lightspeed, then import again. Everything else keeps working in the meantime.

If the sidebar asks you to reconnect Square

Square only shares your team members once MemberZone has Square's permission to read them, listed as Staff import on the Square settings page. If you connected Square before staff import was added, reconnect Square once to grant it. Until then, Import from Square shows Reconnect Square to import staff ("Square hasn't given MemberZone permission to read your team members. Reconnect Square to grant it, then import again.") with an Open Square settings button.

1. Click Open Square settings. The Square page shows Reconnect Square to finish setup and lists Staff import.
2. Click Reconnect Square and approve the permissions in Square.
3. Come back to Team, open Add in bulk and click Import from Square again.

If several of your locations are connected to the same Square account, reconnecting any one of them is enough for importing staff (each location's Square page keeps listing Staff import until that location is reconnected too). You can always add people by pasting a list or uploading a CSV in the meantime.

How to Edit a Staff Member

1. Go to Team in the sidebar.
2. Click the Staff tab.
3. Click the staff member's row, or click the three-dot menu and select Edit.
4. A sidebar opens with the staff member's name and title pre-filled.
5. Make your changes and click Save.

How to Deactivate a Staff Member

1. Go to Team in the sidebar.
2. Click the Staff tab.
3. Click the three-dot menu on the staff member's row.
4. Click Deactivate.
5. The staff member no longer appears in staff dropdowns across the app, or in the "Who recommended us?" list at checkout. Members and orders that already name them keep the attribution.

How to Resend an Invitation

1. Go to Team in the sidebar.
2. Click the Invitations tab.
3. Find the invitation in the table.
4. Click the three-dot menu on its row.
5. Click Resend.
6. A new invitation email is sent to the same address, with a fresh link that expires 7 days later.

How to Cancel an Invitation

1. Go to Team in the sidebar.
2. Click the Invitations tab.
3. Find the pending invitation in the table.
4. Click the three-dot menu on its row.
5. Click Cancel (only shown if the invitation has not expired).
6. The invitation link is invalidated.

How to Edit a Role

1. Go to Team in the sidebar.
2. Click the Roles tab.
3. Click the role's row in the table, or click the three-dot menu and select Edit Role.
4. A sidebar opens with the role name and toggled permissions.
5. Make your changes and click Save.
6. All team members assigned to this role are affected immediately.

How to Delete a Role

1. Go to Team in the sidebar.
2. Click the Roles tab.
3. Click the three-dot menu on the role's row.
4. Click Delete Role (only shown if zero members are assigned to the role).
5. Confirm the deletion. The role is permanently removed.

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How Permissions Appear in the App

Team members only see what their permissions allow:

• Sidebar navigation - Menu items are shown or hidden based on permissions. If someone does not have access to a section, they will not see it in the sidebar. Entire sections are hidden if none of their items are visible.
• Page access - If a team member tries to navigate to a page outside their permissions, they are restricted from viewing it.
• Buttons and actions - Actions like editing, deleting, or processing are enabled or disabled based on permissions. A team member with view-only access will not see action buttons for things they cannot do.
• Dashboard metrics - Metric tiles on the dashboard (Active Members, MRR, Monthly Revenue, Available Balance) are shown or hidden depending on whether the team member has the relevant View Customers, View Revenue, or View Financial permissions.