circle-check
Heads up, our devs are blazing ahead—docs are catching up, so some features might not be fully documented yet.

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.

1

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.

circle-info

Support account type

This option is reserved for Flow Retail staff and can be ignored.

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

circle-exclamation

Temporary PIN

2

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)

circle-check

Admin access

3

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.

circle-exclamation

Start with the least access needed

See Roles for descriptions of each role. If none of the default roles fit, you can create a custom role.

4

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.


Store Access (legacy)

circle-exclamation

Store Access is being phased out

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

1

Check current access

Open the user in Admin and go to the Store Access tab. Note which store and role the user currently has.

2

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.

3

Remove the old entry

Go back to the Store Access tab and remove the entry.

4

Save

Select Save. The user's access remains the same — only the method has changed.


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

circle-exclamation

Blocking is usually the safer choice


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.

Last updated

Was this helpful?