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Staff Management

Open Staff & Access to manage people and review their access. The workspace has four tabs:

  • People: organization and store membership, invitations, job-function assignments, additional access, and restrictions.
  • Job Functions: named sets of responsibilities and their organization or store scope.
  • Store Policies: store access policies.
  • Access Review: a read-only summary of a person's assigned job functions, scopes, and assignment status.

A person must belong to the organization before they can be added to a store. Removing someone from one store does not remove their organization membership or access to another store.

Page access and authority​

The Staff & Access navigation entry requires the Staff feature and both org.admin and org.members.read. Page access does not grant every action in the workspace. The server determines which assignments and changes the signed-in administrator may make.

Auth is the authority for merchant access. If an action is unavailable or rejected, do not work around it by editing a different scope or sharing an administrator's login.

Manage people and assignments​

  1. Open Staff & Access > People.
  2. Confirm the organization and intended store scope before selecting a person.
  3. Review their current organization and store job functions, additional access, and restrictions.
  4. Choose the available membership or assignment action and provide the required reason.
  5. Where offered, preview the access changes before confirming them.
  6. After saving, verify the person's assignments in Access Review.

An access-change preview is tied to the actor, request, and current access state. If it expires or the underlying assignments change, review a fresh preview rather than reusing an earlier confirmation.

Invitations do not justify assuming a person can already sign in. Check the invitation's delivery and acceptance state separately from organization and store membership.

Manage job functions​

Open Staff & Access > Job Functions. Each entry shows its level, scope, visibility, responsibilities, and inherited job functions. Permission coverage and the expandable policy graph provide additional detail when available.

Available actions depend on the server's authorization result:

  • Create job function defines a custom function with a name, scope, responsibilities, and reason.
  • Customize a copy or Duplicate preserves the original permission graph in a new custom function.
  • Edit changes a custom function. Replacing its responsibilities requires explicit confirmation because it can replace fine-grained permissions.
  • Hide prevents new assignments while retaining existing assignments; Restore makes it available again.
  • Archive requires an access-change preview. An assigned function also needs a replacement.

Protected job functions cannot be edited directly. Use an authorized customization action instead.

View the portal as a job function​

Organization administrators can use View as job function on a non-archived job function. This checks the job function's access using the administrator's own identity; it is not a login as another employee.

  1. Open Staff & Access > Job Functions.
  2. For a reusable store-scoped function, select a store first. A function assigned to a particular store uses that store; an organization-scoped function starts at organization scope.
  3. Select View as job function.
  4. Wait for Auth to validate the role and scope. If validation fails, the page shows the error and your current session remains unchanged.
  5. After the portal reloads, use the impersonation banner to identify the active role and stop impersonating when finished.

This is not a read-only simulation. Available actions run with the impersonated role's permissions. Use approved test data when checking write operations. Do not share logins between staff.

Support-to-merchant impersonation is a separate session type. Authorized Support users launch it from the client's Users tab using Open Retail Portal, choose a person or job function, and provide a reason. The Retail support-impersonation banner identifies that session and provides its exit action; nested merchant role impersonation is not offered there.

Review access safely​

Open Staff & Access > Access Review and choose an employee. A selected store narrows the review; no selected store shows organization-level access and the assignments returned for that scope. A store is not required to review organization access.

Review the job-function names, organization or store scope, and active, inactive, or expired assignment status. This page is read-only and does not enumerate every effective permission.

After an invitation, assignment change, or removal:

  1. Check the organization roster.
  2. Check every store the person should or should not access.
  3. Review the assignments and expiration dates.
  4. Verify the expected portal navigation and actions, using the appropriate role view or the person's own sign-in.

Individual accounts preserve attribution for sales, returns, cash activity, and administrative changes.