Team
Invite colleagues, set their permissions and remove access when they leave.
Everyone who needs the dashboard should have their own login. Individual accounts mean you can see who issued a refund or changed a setting, and you can remove one person's access without disrupting anyone else.
Manage all of this from the Team area of the dashboard.
One person, one login
Avoid a shared "manager" account. Shared logins make it impossible to tell who did what, and mean changing the password every time a member of staff leaves.
Inviting a team member
- Open Team in the dashboard.
- Choose Invite (or Add team member).
- Enter their work email address. This becomes their username, so use an address they check.
- Choose their role — see Roles and permissions below.
- Send the invitation.
They receive an email with a link to set their own password and sign in. Until they accept, they appear in your team list as pending.
If an invitation does not arrive
- Ask them to check their spam or junk folder.
- Confirm the address you typed is correct; a typo sends the invitation to nobody.
- Resend the invitation from the team list.
- If their company mail filters block it, ask your IT contact to allow mail from Citizen Pay.
Roles and permissions
Access is granted by role, so you pick a role rather than ticking individual permissions.
| Role | Typically can | Typically cannot |
|---|---|---|
| Owner | Everything: transactions, payouts, refunds, team management, business and banking settings | — |
| Manager | View transactions and payouts, issue refunds, export data, invite staff | Change bank details or remove the owner |
| Staff | View transactions, usually limited to their own terminal or location | Issue refunds, see payouts, change settings, manage the team |
Guidance when choosing:
- Owner should be limited to the people genuinely responsible for the business finances. There is normally at least one owner and it is sensible to have a second, so you are not locked out if one person is unavailable.
- Manager suits a shift or site manager who needs to answer customer queries and handle refunds.
- Staff suits people who only need to check that a payment went through.
Changing someone's role
- Open Team and select the person.
- Choose a new role.
- Save. The change usually takes effect the next time they load the dashboard, or when they sign in again.
Banking and payouts are sensitive
Roles that can change bank details effectively control where your money goes. Keep that permission with the owner only, and see Banking for how the linked account is verified.
Removing access
Remove access on the day someone leaves, not at the end of the month.
- Open Team and select the person.
- Choose Remove (or Revoke access).
- Confirm.
They are signed out and can no longer reach your account. Their history stays intact: refunds and other actions they took remain recorded against their name, so your audit trail is not affected.
Transferring ownership
If the business owner changes, add the new person as an owner first, confirm they can sign in, and only then remove the previous owner. Never remove the last remaining owner — you would be left with an account nobody can administer, and restoring it needs Citizen Pay support.
Good habits
- Review your team list every few months and remove anyone who no longer needs access.
- Give the lowest role that lets someone do their job; you can always raise it later.
- Use work email addresses so access can be cut off with the mailbox when someone leaves.
- Turn on the security options described in Settings for accounts that can move money.