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Adding users in Back Office (Staff Logins)

Foster employee growth, create accountability, and delegate responsibility. Creating logins for your staff is just the beginning. With individual logins, you can monitor attendance, track sales performance, and manage permissions.

This guide shows you how to add users to your site and get them set up with logins.

User Roles Overview Screenshot


What's in this guide?


Adding Users

  1. In the Back Office, go to People from the main menu.
  2. Click Invite user at the top right of the screen.
  3. In the pop-up window, enter the user's first name, last name, and email address.
Note: An email address is required for Back Office access. Users without an email can still log into the POS using a PIN.

Invite User Dialog Screenshot

  1. Click Invite to send the invitation immediately, or select Invite & edit user to open their profile and customise their role or permissions.

Frequently Asked Questions

Do I need to provide an email for each user?

Only if the user needs access to the Back Office. Users without an email can still log into the POS, but won’t be able to access reporting, settings, or other Back Office tools.

Do I need to pay for more staff logins?

Nope — you can add as many as you need. Giving each staff member their own login means you can control what they have access to using roles or custom permissions, and see how they’re performing in your sales reports.

Can I monitor the attendance of my staff after they receive their logins?

Not by default, but you’re one step away. Check out our Time and Attendance feature to track clock-ins, breaks, and shift durations directly from the POS.

Can I assign a user to more than one site?

Yes — users are managed at the Company level, so they’ll have access to all sites within that company unless you restrict their site access. Users can also belong to multiple companies if needed.

Can staff share logins?

It’s technically possible, but we strongly recommend giving each staff member their own login. This gives you better control over permissions and a clearer audit trail in reports and transaction history.

How do I change a user’s email address or name?

If the user only belongs to your company, you can update their name and email address from their profile. If they belong to multiple companies, they’ll need to update their own contact details.

Can I delete a user?

Yes — users can be deleted, and their historical data (like sales or activity logs) will still appear in reports. There’s no need to deactivate them first.

What happens if a user forgets their password?

Users with an email address can reset it from the login screen by clicking “Forgot password?”

If they don’t have email access, they don’t need a password — just a PIN to log into the POS. The default PIN is 1111, but an admin can change it from their profile.


What's my next step?

Now that your staff have logins, take control of what they can see and do by setting up some custom User Roles. It’s the easiest way to delegate responsibilities and keep sensitive actions restricted to the right people.

If you’d rather not use roles, you can manage each user’s permissions manually instead. Just open their profile and toggle on the specific permissions they need — perfect for when you want more granular control.

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