Before You Start
You will need the following ready before adding a team member:
The right access. The account owner (the person who created the EasyBiz account) can always manage users. Other users need the Users & permissions area in their Administration settings — and to give someone a Full seat, which changes your bill, Billing & plan as well.
An email address for the person, if they need a login. Each Console user signs in with their own email and password. If a staff member has no inbox, you can use a unique sign-in-only address — just remember an admin must reset the password if they forget it.
A decision on what they should access. A Full seat covers every product your account subscribes to. The switches on their page control what the person can see and do. Think about what they need for their role, such as serving at the counter, customer service, managing settings, or delivery jobs.
Console Users vs Counter Staff
You add both kinds of team member in the same place, but they work differently:
| Console user | Counter staff (POS clock-in only) | |
|---|---|---|
| Signs in with | Email and password, on the Console and the EasyBiz Workflow app | A 4-digit clock-in PIN at the POS counter |
| Can open the Console | Yes — with a Full seat | No |
| Billed | One Full seat per person; it covers every product your account subscribes to | Free — a POS location covers unlimited counter staff |
| Set up in | Settings › Users & permissions › Users & Access | Settings › Users & permissions › Users & Access |
A Console user can also be given a POS clock-in PIN, so one person can work in both places.
Some older accounts still show POS Staff Management under their Point of Sale settings. If yours does, you can keep adding counter staff there — see Set Up POS Staff Management.
How to Add a Team Member
Adding someone takes two short steps: first the person, then (only if they need it) their seat and login.
Step 1 — the person
Click the ⚙️ Settings icon in the top-right corner of your EasyBiz Console.
Under Users & permissions, click Users & Access.
Click Add User.
Enter the person's Display name — the name your team sees on the POS and in reports.
If this person works at the counter, type a 4-digit Clock-in PIN under POS clock-in, or click Generate PIN. Leave it empty if they never use the POS.
Click Add user at the top right. A message confirms the person was added, for example "Mei Ling was added".
Step 2 — seat and login (optional)
If the person only clocks in at the POS, click Finish. You are done, and nothing is added to your bill.
If they need the Console or the EasyBiz Workflow app, tick Full seat under Seats. The card shows what this person will cost each month, or that they are included in your free trial. For a B2B agent who places their own orders, tick B2B Agent instead.
Under Sign-in, enter their Login email — the address they will use to sign in.
Set an Initial password. Type one yourself or click Generate random password. Share it with the person securely — they can change it after signing in.
If a Billing review appears, check the estimated monthly increase and tick the box to confirm you understand that the seat can affect your bill.
Click Assign seats at the top right.
You should now see the new person in your Users & Access list. Their row shows no sign-in activity yet — that appears after they log in for the first time.
Help Them Sign In for the First Time
There are two ways to get your new team member signed in:
Send a sign-in email. Open the person's page in Users & Access and click Send Sign In Email. EasyBiz emails them a welcome message with their login email and password. This button is available until they sign in for the first time.
Share the password directly. Tell them their login email and the initial password you set, and ask them to sign in at the Console login page.
Either way, encourage them to change their password after their first sign-in. If they run into trouble, see Trouble Signing In.
Understanding Seats
A seat is what gives a person access to EasyBiz. Creating user accounts is free, and the account owner's Full seat is included automatically.
There is one seat for your team: the Full seat. It covers every product your account subscribes to. Someone working in Sales and CRM holds one seat, not two. A manager planning work and a driver completing jobs also use the same seat at the same rate. You are charged per person, not per product.
Full seat — access to the products your account subscribes to: orders, jobs, scheduling, dispatch, invoices, payments, contacts, the shared inbox, reports, and the settings you allow. The switches on the person's page control what each person can reach, so a driver can still be limited to their own assigned jobs.
B2B Agent seat — a separate, external login for B2B agents who sign in to create and manage their own orders. It is not a Full seat and is priced on its own.
Counter staff carry no seat at all — a POS location covers unlimited counter staff, who clock in with a PIN.
The Full seat rate follows your account's highest tier among Sales, CRM, Production and Field Service. If any of these products moves to Professional, every Full seat moves to the Professional rate. Products priced per location, site, brand, or phone number do not change the Full seat rate. For example, upgrading POS to Professional does not change what you pay for your team.
Every Full seat on an account uses the same tier. You cannot place some people on Professional and keep others on Standard. If only one or two people need a particular capability, ask us. It is usually available as a separately priced product or add-on. For current prices, check your billing page or the EasyBiz pricing page. See Understanding Your Subscription and Billing for where the Full seat appears on your bill.
Choosing What Each Person Can Reach
Open the person's page in Users & Access. The Seats section holds the Full seat, and everything inside it is on the same card. None of these switches change the seat price.
Products
Inside the Full seat, turn off any product this person should not reach:
- Sales — the catalogue, service options and orders.
- CRM — conversations, the deal pipeline and customer history.
- Production — order stages, jobs and work orders.
- Field Service — assigned mobile jobs for drivers and on-site workers. A driver, cleaner or technician must have Field Service on to be offered when someone assigns a job.
A product your subscription does not include shows "Not included in your subscription." Each switch saves straight away.
Permissions
Two products have a permission. While the product is on, click Permissions next to it, change the switch, and click Save:
- Sales › Sales figures & reports — the sales, payment and credit reports. Turn it off for staff who should not see your takings.
- Field Service › All jobs — see jobs assigned to other people, not only their own. Turn it off for drivers who should see only their own jobs.
Administration
Administration decides which settings this person can manage. Turn it on, tick at least one area in the window that opens, and click Save. To change the areas later, click Permissions next to Administration.
| Area | What the person can manage |
|---|---|
| Sales channels | Your POS shops, customer stores and apps, and B2B channels |
| Catalog & pricing | Products, service options, price lists and price rules |
| Production settings | Order stages, production centres and team capacity |
| Scheduling & dispatch settings | Bookings, service areas, time slots and assignment rules |
| CRM settings | Lead sources, deal pipelines, sequences and customer messages |
| Marketing settings | Loyalty points, memberships, store credit and coupons |
| Library & templates | Shared cards, flows, custom fields, payment methods, policies and templates |
| Company & business structure | Companies, business units, brand profiles, markets and locations |
| Staff app configuration | How the EasyBiz Console and the staff mobile app are set up |
| Integrations | Payment, accounting and messaging connections |
| Billing & plan | Your EasyBiz subscription, billing details and payment card |
| Users & permissions | Staff sign-in, seats and permissions. Changes that affect your bill also need Billing & plan |
For example, a shop manager who updates prices gets Catalog & pricing only, and never sees your billing or your team's access. You can only give areas you have yourself.
Sales Channel Access
Below the seat, Sales Channel Access decides where this person works. Leave All sales channels, or choose Selected sales channels, pick their shops or online channels (up to 10), and click Save. They then work only in those sales channels, on the Console and the mobile apps.
Production center
Below Sales Channel Access, Production center is for someone who works for one of your plants or workshops. Choose their center and click Save. They then find and open only the orders that center processes, whichever shop took them, and the orders they pick up go there. See Managing Production Centers.
For ready-made settings for common roles — accountant, store manager, driver and more — see Granting the Right Access: Common Scenarios.
Removing Access
When someone changes role or leaves your business, you have three options, from lightest to most permanent:
Turn off the Full seat. On the person's page, switch off their Full seat and click Remove seat. They lose Console access straight away. Removing the Full seat also clears their Administration access, so set it again if you give the seat back later.
Remove mobile app access. In the Mobile App Access section of their page, choose Remove Access next to the app they should no longer use.
Delete the user. At the bottom of the person's page, click Delete Full seat in the red panel and confirm. The person is removed from your subscription and permanently deleted. This cannot be undone, so use it only when someone has left for good.
To stop a counter staff member clocking in, clear the PIN under POS clock-in on their page.
FAQs
Do I pay for every person I add?
Creating the account itself is free, and the account owner's Full seat is included. You pay for each additional person you give a Full seat to. Counter staff who only have a POS clock-in PIN add no seat charge, and someone using several products still counts once.
Can my staff sign themselves up?
No. You (or a user with the Users & permissions area) create the account and set the initial password. Your staff member then signs in with the email and password you give them.
What is the difference between a Full seat and the switches on a person's page?
A Full seat makes a person a paid user and covers every product your account subscribes to. The product switches, permissions, Administration and Sales Channel Access control which products, settings, shops and reports that person can reach.
My staff member forgot their password. What do I do?
If their login email is a real inbox, they can reset it themselves with Forgot password? on the sign-in page. If you gave them a sign-in-only address without an inbox, an admin must set a new password for them. See Trouble Signing In.
Someone left the company. Should I delete their user or turn off their Full seat?
If they might come back or you want to keep their history tidy while you hand over their work, turn off their Full seat first — access stops immediately. Delete the user once you are sure the account is no longer needed. Deleting is permanent.
Does adding a Console user let them use the POS?
The POS is connected to your shop, not to a person. Staff identify themselves at the counter with a 4-digit clock-in PIN, which you set under POS clock-in on their page in Users & Access. A person only needs a Full seat if they also work in the Console or the EasyBiz Workflow app.