# Users

Every person who needs to access Flow Retail requires their own user account. User accounts are created in Admin and hold login details, personal info, and role assignments that control what the user can do.

User accounts are personal and should not be shared.

***

### Creating a new user

Head to **Users** in Admin and select **New User**.

{% stepper %}
{% step %}

#### Set up account and login

On the **General** tab, start by configuring the account:

**Account type** — Choose based on what access the user needs:

| Account type                   | Description                                      |
| ------------------------------ | ------------------------------------------------ |
| **Employee**                   | Store staff. Access to Client and Assistant.     |
| **Employee with admin access** | Staff who also need Admin for back-office tasks. |
| **Integration**                | External systems connecting via API.             |

{% hint style="info" %}

#### Support account type

This option is reserved for Flow Retail staff and can be ignored.
{% endhint %}

**Login credentials** — Create the user's login for Client and Assistant:

| Field    | Requirements                           |
| -------- | -------------------------------------- |
| Username | Lowercase, no spaces (e.g., `johndoe`) |
| PIN code | 4–6 digits                             |

{% hint style="warning" %}

#### Temporary PIN

Let the user know they should change their PIN after first login, since you've set a temporary one for them.
{% endhint %}
{% endstep %}

{% step %}

#### Add user details

Still on the **General** tab, fill in the user's information:

| Field        | Description                     |
| ------------ | ------------------------------- |
| First name   | User's first name               |
| Last name    | User's last name                |
| Display name | Shown on receipts and in the UI |
| Email        | Required for Admin access       |
| Mobile       | Contact number (optional)       |

{% hint style="success" %}

#### Admin access

Users with the "Employee with admin access" account type will receive an email invitation to set up their Admin password.
{% endhint %}
{% endstep %}

{% step %}

#### Assign roles

Go to the **Roles and access** tab to give the user access.

Choose the appropriate level:

| Level             | What it means                        | Example use                 |
| ----------------- | ------------------------------------ | --------------------------- |
| **Whole Company** | Access to all stores (tenant-wide)   | Administrators, head office |
| **Organization**  | Access to stores in a specific group | Regional managers           |
| **Store**         | Access to one store only             | Store staff                 |

To add a role:

1. Expand the level (Whole Company, Organization, or Store)
2. Select the role and add it. For Organization or Store, also select which one.

{% hint style="warning" %}

#### Start with the least access needed

Most store employees only need a role at Store level.
{% endhint %}

See [Roles](/docs/getting-started/users-and-roles/roles.md) for descriptions of each role. If none of the default roles fit, you can create a [custom role](/docs/getting-started/users-and-roles/roles.md#custom-roles).
{% endstep %}

{% step %}

#### Save the user

Select **Save** to create the user account. The user can now log in to Client and Assistant with their username and PIN.
{% endstep %}
{% endstepper %}

***

### Store Access (legacy)

{% hint style="warning" %}

#### Store Access is being phased out

All users should be migrated to the new **Roles and access** system. If you still have users on Store Access, follow the migration steps below.
{% endhint %}

Store Access is an older, simpler way to give users access to specific stores. It only supports store-level access — you cannot grant organization-wide or company-wide access from this tab.

#### Why migrate?

Roles and access gives you more flexibility than Store Access:

* Access at three levels (Whole Company, Organization, Store) instead of store only
* Consistency with how roles are managed going forward
* Store Access will eventually be removed

#### How to migrate a user

{% stepper %}
{% step %}

#### Check current access

Open the user in Admin and go to the **Store Access** tab. Note which store and role the user currently has.
{% endstep %}

{% step %}

#### Add the role in Roles and access

Go to the **Roles and access** tab. Add the same role at **Store** level for the same store.
{% endstep %}

{% step %}

#### Remove the old entry

Go back to the **Store Access** tab and remove the entry.
{% endstep %}

{% step %}

#### Save

Select **Save**. The user's access remains the same — only the method has changed.
{% endstep %}
{% endstepper %}

***

### Managing existing users

Head to **Users** in Admin to see all users.

From here you can:

* Edit user details and login credentials
* Add or remove role assignments
* Block or delete users

### Blocking and deleting users

When someone leaves your organization:

| Action     | When to use                     | What happens                             |
| ---------- | ------------------------------- | ---------------------------------------- |
| **Block**  | Keep records but prevent access | User cannot log in, but records are kept |
| **Delete** | Remove completely               | User account is removed                  |

{% hint style="warning" %}

#### Blocking is usually the safer choice

It prevents access while keeping records intact for reporting and auditing. Deleting a user is permanent and cannot be undone.
{% endhint %}

***

### Licensing

Flow Retail is licensed per user. Only active users are billed — if a user hasn't logged in for 30 days, they're automatically excluded from billing until they log in again.

See Store and User License policy for details.


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