Staff & Access
Here you manage your company's staff directory — contact details, phone extensions, departments, and the link to an admin account. From here you can also assign admin-area roles to a staff member and grant CRM roles (support/sales).
What can I do here?
- Create, edit and deactivate staff members
- Maintain contact details, department, position and 3CX phone extension
- Link a staff member to an existing admin account
- Assign roles for the linked admin account directly from the staff form
- Resend the invitation email if a staff member hasn't accepted it yet
- Grant CRM roles (support agent, sales agent) so the person appears in ticket and deal assignment
Step by step
- Click "Add staff".
- Enter first and last name (required) as well as email, phone, mobile number and 3CX extension.
- Choose department, position and, optionally, a card color for easier identification.
- If needed, link an existing admin account under "Linked admin account".
- Assign CRM roles (support, sales) if needed.
- Click "Create" — the new staff member appears in the directory immediately.
- To change admin roles later, reopen the staff member and use the "Roles" section in the form, or click the shield icon on the card.
Fields explained
| Field | Meaning | Notes/Impact |
|---|---|---|
| First name / Last name | Staff member's name | Required fields |
| Contact email | Needed for the invitation | |
| Phone / Mobile | Contact numbers | Shown formatted on the staff card |
| 3CX extension | Phone extension in the 3CX system | Shown as a badge on the staff card |
| Department / Position | Organizational assignment | Freely editable |
| Linked admin account | The admin user account this person logs in with | Without a link, the staff member has no admin access |
| Color | Accent color for the staff card | For visual identification only |
| Active | Toggles the staff member active/inactive | Inactive staff are shown greyed out |
| CRM roles | Support agent and/or sales agent | Determines whether the person appears in ticket/deal assignment |
| Notes | Free-text notes about the staff member | Internal only |
Values & statuses
Invitation status
| Value | Plain meaning | What happens |
|---|---|---|
| Invited | Invitation email was sent but not yet accepted | The card shows an "Invited" badge; the resend icon can send the invite again |
| Active | Staff member accepted the invitation and is active | Full access according to the assigned roles |
On the backend there's also an intermediate value, "onboarding_complete" (onboarding finished but not yet fully activated). This page doesn't flag it separately — the card shows the same display as "Active" in that case (no "Invited" badge).
CRM roles
| Value | Plain meaning | What happens |
|---|---|---|
| Support agent | Staff member works in customer support | Appears as an option in ticket assignment |
| Sales agent | Staff member works in sales | Appears as an option in deal assignment |
Frequently asked questions
What's the difference between a staff member and an admin account?
A staff entry is an HR-style record (contact info, department, phone). An admin account is the actual login credential to the system. The person can only log in to the admin area once both are linked.
A new employee only sees "Approval pending" - what is missing?
They have not been assigned a role yet. A linked admin account on its own does not open the admin area: as long as no role has been granted, the person holds no permissions at all and is taken to the "Approval pending" page after signing in - on every sign-in path, including two-factor confirmation and passkey. Assign a role in the employee form under "Roles" (or via the shield icon on the card); the admin area will open on their next visit. Accounts with the super_admin and owner roles are exempt and get in even without an explicitly assigned role.
How do I resend an invitation that didn't arrive?
Open the staff card and click the resend icon (circular arrow) — this is only available while the staff member hasn't completed the invitation yet.
Why does the invitation page show my e-mail address only in shortened form?
On the page where an invited person sets their password, the work address appears in shortened form only (only the first and last letter of the part before the @ sign remain; the domain stays complete). That is enough to reassure you it is the right account, but it does not disclose the full address if the invitation link was forwarded or visible on a shared screen. First and last name are still pre-filled and can be edited on the page.
The invitation page says "Too many attempts" - what now?
The invitation path has an abuse brake: if invalid or expired links are opened in series from the same origin, the system turns requests away for 15 minutes. Your own invitation link stays valid - simply try again after a short wait. Several newly invited colleagues opening their links at the same time from the same company network does not trigger the brake; only rejected links are counted.
I am inviting somebody who already has a SELLERLOGIC account - does that work?
Yes. A person has exactly one account, and that account can be a member of several workspaces. If you invite an address that already belongs to an account - because the person works for another company on the platform, for example - that existing account is linked to your workspace. Their password, their name and their roles in the other workspace stay untouched; your workspace cannot change any of them. The invited person receives the usual e-mail with their invitation link and then signs in with the credentials they already use. Which role they get in your workspace is entirely your decision.
An invitation failed - is that address blocked for good now?
No. If an invitation breaks off half way through, an incomplete record can stay behind. A second attempt with the same address recognises that leftover and takes it over, instead of turning the address away with "a user with this e-mail already exists". So there is nothing to clean up by hand and nobody to ask for a deletion - simply invite the person again. The "already exists" message still appears when the address really does belong to a staff member in your workspace, or when an invitation is still open there.
Where do I assign fine-grained permissions instead of just roles?
Detailed permission overrides, as well as managing the roles themselves, live under "Staff & Roles" (IAM).