Staff Management
[!WARNING] Staff management is available to Owners only. Managers cannot view, invite, or remove staff.
The Staff section lets you build your team by inviting people to manage your store. All invited staff members are assigned the Manager role.
1. Understanding Staff Roles
AEX Ecommerce currently supports one assignable staff role:
| Role | What Managers can do | What Managers cannot do |
|---|---|---|
| Manager | View and process orders | Change store settings |
| Create and update products | Manage payment configuration | |
| View and manage customers | Invite or remove other staff | |
| Generate receipts | Access analytics (Owner-only views) | |
| Manage categories and collections | Delete the store |
[!NOTE] There is no way to grant a Manager partial permissions — all Managers have the same access level. If you need finer access control, plan your team structure accordingly.
2. Inviting Staff by Email
To invite a new team member:
- Go to Settings → Staff
- Click Invite Staff Member
- Enter the person’s email address
- Optionally add a personal note to include in the invitation email
- Click Send Invitation
An invitation email is sent to the address you provided. The email contains a unique link that expires after 48 hours.
[!TIP] If the invited person already has an AEX Ecommerce account (from another store), they can accept the invitation using that existing account. A new account will be created automatically if they don’t have one.
3. Staff Invitation Lifecycle
An invitation moves through these states:
| State | What it means |
|---|---|
| INVITED | Invitation email sent; awaiting the person’s response |
| ACCEPTED | The person clicked the link and accepted the invitation |
| ACTIVE | Onboarding complete; the staff member has full dashboard access |
You can see each staff member’s current status in the Settings → Staff list.
4. Adding an Existing User Directly
If you know someone already has an AEX account and want to add them without sending an invitation email:
- Go to Settings → Staff
- Click Add Existing User
- Enter their registered email address
- Click Add
They will receive an in-app notification and gain access immediately without needing to click an email link.
5. Viewing Staff and Invitation Status
The staff list at Settings → Staff shows:
| Column | Description |
|---|---|
| Name | Staff member’s display name (or email if not yet accepted) |
| Their registered email address | |
| Status | INVITED, ACCEPTED, or ACTIVE |
| Joined | Date they became active on your store |
| Actions | Resend invite, revoke access, remove |
6. Resending Invitations
If a staff member didn’t receive their invitation email or the link has expired:
- Go to Settings → Staff
- Find the staff member with INVITED status
- Click the three-dot menu → Resend Invitation
A fresh invitation email is sent with a new 48-hour link. The old link is invalidated.
7. Revoking vs Removing Staff Access
You have two options when managing staff access:
| Action | What it does |
|---|---|
| Revoke Access | Disables the staff member’s dashboard access but keeps their record in your staff list |
| Remove | Permanently removes them from your store’s staff list |
When to revoke vs remove
- Revoke if the staff member is temporarily inactive (e.g. on leave) and may return
- Remove if the person has left and will not return
To revoke or remove:
- Go to Settings → Staff
- Find the staff member
- Click the three-dot menu → Revoke Access or Remove
- Confirm the action
[!WARNING] Revoking or removing access takes effect immediately. The staff member will be logged out of any active dashboard session.
8. Best Practices for Staff Access
- Only invite people you trust. Managers can view all customer data and order information.
- Remove access promptly when a staff member leaves your organization. Do not leave inactive accounts open.
- Avoid sharing Owner credentials with staff. Use the Manager invitation system instead so you maintain audit trails.
- Review your staff list regularly (monthly is a good habit) and revoke any access that is no longer needed.
- Use a personal note in invitations to clarify the context (e.g. “Hi Sarah, this is your invite to manage the Lagos store.”).