How do I add a staff member?

Add a team member with a role and a one-time PIN, then hand over their sign-in details or email them a set-your-PIN link.

You add staff from the Staff page: create their profile, pick a role, and ResoFlow generates a one-time PIN they'll replace with their own at first sign-in.

Only people with the Staff → Create permission can do this — Owners and Admins by default. Your plan sets how many staff you can have — 1 on Free, 3 on Plus, 10 on Pro, unlimited on Complete — and each standalone product you own adds a seat on top of yours. Whichever is higher applies, so a Free venue owning Gift Cards and Loyalty seats three people including you. At the limit the button is greyed out with "Plan limit reached — upgrade to add more"; if your seats come from products rather than a plan, the message names your products instead and points you at a venue plan.

• Click Staff in the sidebar, then Add staff member.
• Fill in Full name and Username. As you type the name, ResoFlow suggests an available username for you (for example "Dave Smith" becomes "davesmith", or "davesmith2" if that's taken) — type in the username box if you'd rather choose your own, which switches the suggestions off. The username is permanent — it cannot be changed later. It's saved in lowercase with any spaces removed, and can use letters, numbers, dots, dashes and underscores (2–32 characters).
• Optionally add Email, Phone and Job title (max 30 characters). An email address lets you send the welcome email in step 6, so it's worth adding.
• Pick a Role — for example Manager — Operational lead or Host — Front of house. You must choose one; there's no pre-selected default. The Owner role isn't offered — ownership transfers are handled by ResoFlow support. If you want to fine-tune what this person can do, open Customise permissions for this staff member and tick or untick individual permissions.
• Click Create staff member.
• The success screen shows their temporary PIN once only. Either:
• Copy credentials or Print and hand them over in person, or
• click Send welcome email (only shown if you entered an email). They get a link, valid for 7 days, to choose their own PIN — you don't need to share the temporary PIN at all.

If you close the success screen without sharing the PIN, it's gone for good — you'd use Reset PIN on their row to generate a new one.

Whichever route you use, the staff member is asked to choose their own PIN at first sign-in, and they can only sign in on a device you've already paired to the staff portal.

If they pick something easy to guess — 1234, 0000, their birth year — the portal warns them and asks them to confirm, but it never refuses the PIN. The choice stays theirs; ResoFlow just makes sure it was a choice rather than an accident.

Related: What can each role do? · How do I set up a device for the staff portal? · How do I reset or change PINs?