## How Access Works in EasyBiz Access has two layers, and every scenario below is a combination of the two: - **Seats** decide *who is a paid user* of your account. There is one seat for your team — the **Full seat** — and it covers every product you own, so a person is counted once no matter how many products they use. - **Permissions** decide *what they can see and do* inside those products. On a person's page in **Users & Access**, open the seat's menu and choose Advanced settings. The dialog has four groups: **Feature management**, **Sensitive account controls**, **Data visibility**, and **Allowed actions**. Everything below happens in one place: the ⚙️ Settings icon → **Administration** section → Users & Access. You need the **Manage Users & Access** permission (the account owner always has it), and you cannot change your own seats or permissions. For the basics of adding a user and assigning seats, see [Inviting Your Team and Managing Access](/docs/inviting-your-team-and-managing-access). --- ## Counter Staff at the POS **No Console seat needed.** If a person only serves customers at the counter, register them in POS Staff Management with a 4-digit clock-in passcode instead — this is free and does not use a billed seat. See [Set Up POS Staff Management](/docs/set-up-pos-staff-management). If they also need the Console occasionally, give them a Console user with the seats they need, and optionally add a POS clock-in PIN to the same account. --- ## Accountant or Bookkeeper **Assign a Full seat, then tailor the permissions:** - In **Data visibility**, switch on the reports they need — for example View sales report and View payments report. Report access is a separate permission — if a Reports tab is missing, this is usually why. - In **Allowed actions**, switch off the operational actions they should not perform — for example Cancel orders, Apply discounts, or Override prices — if their job is to review, not to operate. - Only enable Manage Billing (under **Sensitive account controls**) if this person should also manage your EasyBiz subscription itself. If your accountant works through Xero or QuickBooks rather than inside EasyBiz, they may not need a seat at all — the accounting sync sends your sales to them. See [Connect Your Account](/docs/connect-your-account) (Xero) or [Connecting QuickBooks to EasyBiz](/docs/connecting-quickbooks-to-easybiz). --- ## Customer Service Staff **Assign a Full seat.** One seat covers every product on your account, so the same person can work the shared inbox, customer records, and the sales pipeline without a second charge. Fine-tune what they can do in the seat's Advanced settings, for example whether they can apply discounts. --- ## Integrations / Sync Manager There is currently **no integrations-only permission** — the Integrations settings come with a Full seat. The closest setup for someone who should manage integrations without wider admin powers is: 1. Assign a **Full** seat. 2. In Advanced settings, switch off the optional permissions — billing, user management, reports and data visibility, and operational actions. They will still have base back-office access, including the Dashboard and general settings such as company setup, catalog and pricing, templates, and Integrations — but none of the sensitive or operational extras. --- ## Store / Outlet Manager **Assign a Full seat, scoped to their outlet:** - In **Data visibility**, set Sales Channel Scope to Selected channels and pick their outlet(s). Data that supports channel scoping will then be limited to those sales channels. - Switch on the report permissions they need (for example View sales report) so they can track their own store's performance. --- ## Drivers and Field Staff **Assign a Full seat**, then set job visibility to Assigned jobs only so the driver opens a focused workspace showing their own jobs rather than the whole schedule. A driver is on the same seat and the same rate as anyone else on your team — there is no cheaper worker seat. One driver login belongs to one EasyBiz account. If you run two separate EasyBiz accounts, the driver needs a separate login for each. --- ## FAQs **Why did someone's access change after an update?** > EasyBiz moved the Console to seat-based access control in mid-2026. Old administrator roles do not automatically carry over — access is now managed through Users & Access, and users can no longer enable their own seats or permissions. If a team member lost access they used to have, open their page in Users & Access and switch on the seat and permissions they need. If you are unsure what they had before, contact support via the Help panel — the team can restore access based on the previous setup. **I changed someone's permissions but nothing happened.** > Ask them to refresh the Console — and if that is not enough, to fully sign out and sign back in. An older session can keep using the permissions from before your change. **Why can't my staff member see the Reports tab?** > In the seat's Advanced settings, switch on the relevant report permissions under Data visibility — the Reports tab appears once report access is granted. **Can someone grant themselves more access?** > No. Users cannot change their own seats or permissions — only the account owner or a user with Manage Users & Access can. --- ## Still Stuck? Click the **Help** icon (question mark) at the top of the Console. The Assistant can answer questions straight away, and it can open a support ticket for you — replies from the EasyBiz team appear in the same Help panel.