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How to Add Team Members

Updated
Feature Availability User Permissions Time to Complete Skill Level
Launch, Grow, Scale and the free trial. Admin users (you included): Launch 2, Grow 5, Scale and the free trial unlimited. Not available on Free Store owner only About 5 minutes, plus the time your team member takes to accept Beginner

Summary

Overview: Invite staff to help run your store. Each team member gets their own login, a role that gives them a starting set of permissions, and access to one or more of your store locations. You can resend an invitation, edit a member's details, disable a member, restore them within 30 days, or delete them for good.

Prerequisites:

  • A store on Launch, Grow, Scale or the free trial.
  • You are the store owner. Team members can't add, edit or remove other team members.
  • Your team member's email address. It can't already be used by another team member in this store.

Step-by-Step Instructions

Step 1: Open the Users page

  1. In the sidebar, click Settings, then Users.
  2. The Users page lists your team members with their First Name, Last Name, Email, Status, Store (the locations they're assigned to) and Role.

A member's Status is one of:

  • Invited: they haven't finished setting up their account yet.
  • Accepted: they've created their password and can log in.
  • Archived: you've disabled them. A Scheduled Deletion Date column shows when they'll be deleted for good.

Step 2: Invite a team member

  1. Click Add User.
  2. In Add New User, fill in:
    • First Name and Last Name.
    • Email Address: where the invitation is sent. You can't change it later.
    • Role: choose Cashier, Store Manager, Regional Manager, System Admin, Website Developer or Financial Manager. The role gives the member a starting set of permissions.
  3. Click Save.

You see Successfully added a new user. A verification link has been sent to the user's email. They must complete verification in order to log in to their account. The member appears in the list as Invited. They are assigned to your default store location automatically.

After inviting someone, open their permissions to check what they can see and which locations they work in. See How to Set Team Member Permissions.

Step 3: What your team member does

  1. They receive an email with the subject [your store name] invited you to Prosperna.
  2. They click Verify Email in the email. The link works for 24 hours.
  3. On the page that opens (Your email has been verified. Complete account registration by creating a password.), they type a Password and Confirm Password, then click Register.
    • The password must be 6 to 20 characters, contain letters and at least 2 numbers, and have no spaces.
  4. They see Your email has been verified so you can now log in. and are taken to the login page. They log in with their email and new password.

Their status on your Users page changes to Accepted.

Step 4: Resend an invitation

If the 24 hours have passed and your team member hasn't registered:

  1. On the Users page, click the ... in the member's Actions column.
  2. Click Resend Invitation.

You see Successfully resent verification link. A verification link has been sent to the user's email. They must complete verification to log in to their Prosperna account. The new link also works for 24 hours.

Resend Invitation only appears for members whose status is Invited.

Step 5: Edit a team member

  1. Click the member's first name, or click ... then Edit.
  2. In Edit User, change the First Name, Last Name or Role. The email address can't be changed.
  3. Click Update, then click Confirm in the Update User box.

You see Successfully updated user.

Changing the role adds the new role's starting permissions to the member. It doesn't take away permissions they already have. To remove access, use Permissions (see How to Set Team Member Permissions).

Step 6: Disable, restore or delete a team member

To disable (archive) a member, or cancel an invitation:

  1. Click ... then Disable. This option shows for Accepted and Invited members.
  2. Read the Disable User box: Disabling would automatically archive the user's account, remove the user's access to the system, and unassign them from their designated location. and Reminder: After 30 days, the user will be permanently deleted.
  3. Click Confirm.

You see Successfully archived user. The member can't log in to your store any more, and Email them every new order is switched off for them. If the same person also works in another Prosperna store, they keep their access to that store.

To restore an archived member within 30 days:

  1. Click ... then Restore.
  2. You see Successfully restored user. They go back to the status they had before (Accepted or Invited).

Email them every new order stays off after a restore. Switch it back on in their permissions if you still want it. A restored member who was still Invited needs a new invitation: use Resend Invitation.

To delete an archived member right away:

  1. Click ... then Delete Permanently.
  2. In the Delete User box, click Confirm. This can't be undone.

You see Successfully deleted user.

Verify It Worked

Success criteria:

  • The new member appears on the Users page with the status Invited, then Accepted once they register.
  • Your team member can log in with their email and the password they created.
  • The Store column shows the location they're assigned to, and the Role column shows their role.

Troubleshooting

Common errors

  • The button says Add New User with a crown icon: you've reached your plan's user limit, or your store is on Free. Clicking it opens the upgrade options. Upgrade your plan, or disable a team member you no longer need. See How to Upgrade or Downgrade Your Plan.
  • "Unable to create new store admin account.": your plan's user limit has been reached. Members with the status Invited count toward the limit too.
  • "Email address already exists.": someone in your store already uses this email. Check the list, including Archived members.
  • "Registration link is still valid and was sent to the user via email. Kindly inform your user to check their email.": the first invitation hasn't expired yet. Ask your team member to check their inbox and spam folder. You can resend once 24 hours have passed.
  • Your team member sees "The verification link has already expired. Please request for a new one.": the 24 hours have passed or the link was replaced. Use Resend Invitation.
  • "2 number of users limit reached." (or 5 on Grow) when restoring: your plan has no room for another active member. Disable someone else first, or upgrade.
  • "Invalid Name" or "Please enter a valid email.": check the name and email fields in Add New User.

Limitations & considerations

  • User limits count you too. Launch allows you plus 1 team member. Grow allows you plus 4. Scale and the free trial have no limit. Invited members count; Archived members don't.
  • When you downgrade to a plan with a lower limit, Prosperna keeps your earliest-added team members, up to the new limit, and archives the rest automatically.
  • When your store is suspended (for example, when your free trial ends without a paid plan, or you cancel), all team members are archived.
  • Archived members are deleted permanently 30 days after they were archived, unless you restore them first.
  • Only the store owner can add, edit, disable, restore or delete team members.

Next Steps & Related Resources

Need more help? For more information and assistance, please send an email to support@prosperna.com.

Last Updated: 10/09/2026