Team Roles & Permissions
If you've invited teammates, each one has a role that decides what they can do. Roles go from most to least access: Owner → Admin → Editor → Viewer. A higher role can do everything the roles below it can.
What each role can do
| Capability | Viewer | Editor | Admin | Owner | |---|:--:|:--:|:--:|:--:| | View programs, customers & insights | ✓ | ✓ | ✓ | ✓ | | Share a card (links, QR, poster) | ✓ | ✓ | ✓ | ✓ | | Edit the card (Setup tab) | — | ✓ | ✓ | ✓ | | Create / delete programs | — | ✓ | ✓ | ✓ | | Add stamps / points, edit customers | — | ✓ | ✓ | ✓ | | Send messages & run campaigns | — | ✓ | ✓ | ✓ | | Manage segments, export customers | — | ✓ | ✓ | ✓ | | Scanners, Points Rules, Items, Integrations | — | ✓ | ✓ | ✓ | | Invite, remove & change members' roles | — | — | ✓ | ✓ | | Organization settings | — | — | ✓ | ✓ | | See who did what (activity trail) | — | — | ✓ | ✓ | | Edit a business page (design, links & rewards) — any shop's | — | — | ✓ | ✓ | | Billing & subscription | — | — | — | ✓ | | Create / delete organizations | — | — | — | ✓ |
In short:
- Viewer — read-only. Can look at everything and share sign-up links, but can't change cards, message customers, or add points.
- Editor — the day-to-day operator. Can do all the loyalty work: edit cards, run campaigns, message customers, add stamps/points, export, manage scanners, and manage your Items catalog — but not any public business page itself, which needs Admin or above.
- Admin — an Editor who can also manage the team (invite members, set roles), organization settings, and every public business page — every shop's page (see Give Each Location Its Own Public Page) — its design, links, and which Items appear there as Rewards. Admins can also see who did what: the name behind each change on a customer's Activity tab and in each shop's Changes feed.
- Owner — full control, including billing and the organization itself.
"Why is a button missing or greyed out?"
Two things can hide or disable an action:
1. Your role. For example, a Viewer won't see the Edit card, Send a message, New campaign, or bulk Add points controls — those need Editor or higher. The Setup tab shows a View only badge for Viewers. 2. Your plan. Some features (customer export, custom segments, scanners, automations, extra org members) also depend on your subscription. Even with the right role, you'll see an Upgrade prompt if your plan doesn't include them.
Adding and removing teammates
An Owner or Admin manages the team under Settings → Business → Organization, in the Members list.
- Add someone: enter their email, pick a role and click Invite. They join once they accept the email invitation.
- Remove someone: click Remove on their row and confirm with Remove member. They lose access right away. The stamps, customers and changes they made stay, and you can invite them again later.
- Change someone's role: pick the new role in the Role column of their row. It saves straight away.
You can't remove yourself or change your own role, and only an Owner can remove, promote or demote another Owner. The Owner whose subscription pays for the organization can't be removed or demoted. Every organization always keeps at least one Owner.
Limit someone to selected shops
If your business has several shops, you can let a teammate see and run only some of them. This is for Viewers and Editors: Owners and Admins always see all shops, so they have no Shops setting.
- Where: Settings → Business → Organization, in the Members list. When you invite a Viewer or Editor, use the Shops field: choose All shops (the default) or Selected shops… and tick one or more. For someone already on the team, click Edit next to their entry in the Shops column to change it.
- Who can set it: Owners and Admins.
- Plan: Groups & Brands only. On other plans you'll see "Available on Groups & Brands". If your business has just one shop, the field is hidden.
A Viewer limited to selected shops lands on Insights and sees Insights, Locations and Customers for their shops only. "Their customers" means people who signed up at, or visited, one of their shops. Customer emails and phone numbers are hidden, and they can't export. They don't see Home, Business Page, Revenue, campaigns and automations, Members, or brand settings, and a program's Setup tab is read-only.
An Editor limited to selected shops sees the same, and can also run their shops:
- edit shop details (name, address, reminders);
- manage sign-up links and posters;
- add scanners, and show or revoke the keys of scanners they added themselves;
- add or correct visits and points, including store-credit top-ups, for their customers at one of their shops.
They can't design the card, send messages or campaigns, add, pause or archive shops, use bulk actions, print members-only flyers, edit the default poster steps, rename scanners, or change scanner permissions.
At the counter nothing changes for customers. Scanners still find every customer of the brand, so rewards work at every shop. A scanner added by someone limited to selected shops doesn't show customers' email or phone.
If all of someone's shops get archived, they see "You don't have access to any shop yet — ask the account owner." Give them other shops with Edit in the Shops column.