# Your team: staff records, logins and roles — Octyn Help

> Manage your team in Octyn: add staff records, invite logins with the right role, change or suspend access, and revoke invites.

Canonical: https://octynerp.com/help/people-and-access

# Your team: staff records, logins and roles

[Watch the video](https://www.youtube-nocookie.com/embed/e881ixi_RJA?rel=0)

Manage your team in Octyn: add staff records, invite logins with the right role, change or suspend access, and revoke invites.

Video **3 min** Updated **14 October 2026** For **Owner** Tutorial **3 of 39**

## 01 Staff records

Everyone on the payroll has a staff record, whether or not they ever sign in.

1.  Go to **Station setup → Staff**. Attendants, cashiers and managers: wages, outlet and shift PIN live here.
2.  Add the person, fill in their details and choose **Save**. Once the staff record exists, the person can be given a login.

## 02 Logins and roles

A login is an invitation to one person, with one role.

1.  Go to **Station setup → Users & access**. It lists everyone who can sign in and their role. The role decides what they see and what they can change.
2.  Choose **Invite**, enter their email and pick their role — manager, cashier or accountant.
3.  Link the login to their staff record. That way their cash-ups and attendance are theirs.
4.  Choose **Send invitation**. The invite shows as Pending until they accept it. It expires if they don't.

## 03 Changing someone's access

Change a role, fine-tune permissions, relink a staff record, or switch a login off.

1.  Open the person's menu (**Actions**) to change their role, their permissions or their staff link.
2.  If someone is on leave or under review, choose **Suspend** and confirm. They are signed out everywhere and cannot sign in. Nothing is deleted — their history stays.
3.  When they are back, choose **Reactivate** and confirm.

## 04 Revoking an invite

For an invitation that should not be used any more.

1.  Open the pending invite's menu and choose **Revoke**. The invitation link stops working for good.

## 05 Accepting an invitation

What the new team member sees.

1.  They open the invitation, which shows the business and their role, and ask for a link to set their password.
2.  The link in their email signs them in and brings them back to the invitation.
3.  They choose their own password (at least 12 characters) and select **Set password & join**. They are in, and the menu shows only what their role allows.

**Done.** Staff records, logins with roles, and access you control. [Open it in Octyn](https://app.octynerp.com/setup/users).

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