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Inviting Your Team

Bring your staff into SSP Manager. There are two ways to invite someone:

WayBest forWhere
Invitation by emailManagers and anyone with a work emailTeam → Invitations (or Team → Employees) → Invite Team Member
Share link and join codeStaff without a work email, or when you'd rather send a text message or show a QR codeOnboarding → Staff setup → Share a link

Either way, the person creates their own account and password, and arrives at your location with the role you chose.

Who can invite

You need a manager role: Organization admin, Chain manager, Location manager or Floor manager. Cashiers, wait staff, kitchen staff and accounting don't have an Invitations page. See Roles & Permissions.

Inviting by Email​

  1. Open your location, then in the sidebar open Team → Invitations
  2. Click Invite Team Member
  3. Enter their Email
  4. Choose their Role
  5. Click Send Invitation

You'll see Invitation sent successfully, and the invitation appears in the table as PENDING. The invitation is valid for 2 days.

Which roles you can give​

You can only invite someone to a role below your own:

Your roleRoles you can invite
Organization adminEvery role, including Accounting
Location managerFloor Manager, Cashier, Wait Staff, Kitchen Staff
Floor managerCashier, Wait Staff, Kitchen Staff

The Role list only offers the roles you're allowed to give.

The Invitations Page​

Team → Invitations lists the invitations sent for this location. Use the search box to find one by email, role or code.

ColumnWhat it shows
IDThe invitation number
EmailWho it was sent to
Sent byWho sent it
StatusPENDING (not accepted yet), SUCCESSFUL (accepted) or CANCELLED
Referral CodeThe invitation's code, with a button to copy it
RolesThe role they'll have
Valid TillWhen the invitation expires

On a pending invitation you're allowed to manage, two buttons appear:

  • Resend — emails the invitation again. You're asked to confirm first.
  • Cancel — withdraws the invitation, so the link in their email stops working. You're asked to confirm first; there's no undo. To invite them again, send a new invitation.

Invitations at Chain Level​

On a chain, Team → Invitations works the same way, with Invite Team Member at the top. An organization admin can give any role there: Organization Admin (the default), Chain Manager, Location Manager, Floor Manager, Accounting, Cashier, Wait Staff or Kitchen Staff. A chain manager invited this way signs up from the email and lands on the chain's dashboard.

The first table lists invitations for the whole chain. Turn on Show location invitations to see, below it, Location invitations — the invitations sent for each of the chain's locations, by anyone on the team. Each location is listed once, with its number of invitations and a Manage at this location link. To resend or cancel a location invitation, open that location's Invitations page.

A share link lets someone join without you typing in their email address. You create it during onboarding, in Staff setup → Share a link; after launch, open your avatar menu → Onboarding setup → Staff setup → Edit. The steps are described in Onboarding → Staff setup.

What to know:

  • One link per person. Give each slot a label (Waiter 1, Kitchen Lead) and a role: Manager, Floor manager, Accounting, Cashier, Wait staff or Kitchen staff.
  • The link needs the join code. Your restaurant's join code is shown next to the link and the QR code. Copy message puts both in one message. The person is asked for the code after opening the link, so a forwarded link alone isn't enough.
  • Links expire after about two weeks.
  • Revoke link stops a link working straight away.
  • Share links aren't listed on the Invitations page yet. Revoke a link from the share panel when you create it.

What the Person You Invite Sees​

From an email invitation​

  1. They receive an email titled You have been invited by [your name], with an Accept invitation button
  2. The button opens the sign-up page, headed [your name] invited you to join their team, with their email address already filled in
  3. They enter their name and a password, and click Sign Up
  4. They land on your location's dashboard with the role you gave them

If that email address already has an SSP account, they're asked to sign in instead, and the invitation is accepted when they do.

  1. The link opens a page headed You've been invited, with your restaurant's name and the role
  2. They fill in Full name, Restaurant join code, Email and Password (at least 8 characters), then confirm the password
  3. They click Join restaurant
  4. They land on your location with the role on the link

If they already have an account, they click Already have an account? Sign in. After signing in, they're brought back to the invitation to enter the join code.

When something's wrong​

What they seeWhyWhat to do
Wrong account — This invitation is for [invited email] but you're signed in as [other email]. Please sign out and try again.They opened the invitation while signed in with a different accountClick Sign out; the sign-up (or sign-in) page opens for the invited email
This invitation is no longer valid. It may have expired, been used already, or been withdrawn. Ask the person who invited you to send a new one.The invitation expired, was already used, or a step you'd delegated was taken backSend a new invitation
Invitation not found — This invitation link is no longer valid. Contact your manager for a new one.The invitation was cancelled on the Invitations pageSend a new invitation
This link is no longer valid. It may have expired, already been used, or been cancelled. Ask your manager to send a new invitation.The share link was revoked, used, or has expiredCreate a new share link

Troubleshooting​

The invitation email didn't arrive. Check the address on the Invitations page and ask them to look in their spam folder, then use Resend.

I can't find the role I want in the list. You can only give roles below your own. Ask someone with a higher role (for example your organization admin) to send the invitation.

There's no Invitations entry in my sidebar. Your role doesn't include inviting staff. Cashiers, wait staff, kitchen staff and accounting see Unauthorized — You do not have permission to view this page. if they open the page directly.