> ## Documentation Index
> Fetch the complete documentation index at: https://vexioncards.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Team & roles

> Invite staff, choose what they can do, and assign them to locations.

The **Team** tab under [Settings](https://vexioncards.mintlify.site/knowledge-base/settings-overview.md) is where you invite the people who work with you and decide what each of them can do. It is available to **admins**.

![The Team settings: the list of members with their role badge (Admin), the All locations tag under the Admin, and the Invite member button.](https://mintcdn.com/vexioncards/_uO6C5QzztIvxlPT/images/settings-team.png?fit=max\&auto=format\&n=_uO6C5QzztIvxlPT\&q=85\&s=2f108bebf90fdca519b48b89dafc2383)

The Team tab

Each member is listed with their name, email, and a **role** badge. Your own row also carries a **"you"** tag. The person who owns the organization carries an **Owner** tag.

## The owner

Every organization has **one owner**: the person who created it, or the person who received it by a [transfer](https://vexioncards.mintlify.site/knowledge-base/transfer-ownership.md). The owner is an admin with one extra protection:

* The owner **cannot be removed, suspended, or have their role changed** by anybody else, not by another admin and not by VEXiON support. The menu on the owner's row is switched off, with a short reason.
* Only the owner can [hand the organization to another admin](https://vexioncards.mintlify.site/knowledge-base/transfer-ownership.md).
* The owner receives an **email** when another admin changes the team (invites, role changes, suspensions, removals), so nothing happens behind their back.

> [!TIP]
>
> Keep **at least two admins**. If you are the only admin and you lose your login, nobody can manage the team. The Team tab reminds you with a short banner.

## The three roles

| Role | What they can do |
| - | - |
| **Admin** | Full access to everything: cards, customers, scanner, notifications, billing, integrations, team, and settings, across all locations. |
| **Manager** | Runs the day-to-day at their assigned location(s): customers, notifications, the scanner, and their own billing (for a delegated location). No access to the Cards area, integrations, team, or account settings. |
| **Scanner** | The till only. They land on the [Scanner](https://vexioncards.mintlify.site/knowledge-base/using-the-scanner.md) and stay there, serving customers at their assigned location. |

This is why the same app looks different for different people, each role only sees what it needs. See the full [role matrix](https://vexioncards.mintlify.site/knowledge-base/settings-overview.md#what-each-role-sees).

## Inviting a member

Click **Invite member**. The invite has one or two steps depending on the role.

**1. Email, role, and locations**

Enter their **email address** and pick a **role** (Admin, Manager, or Scanner). A short description reminds you what each grants. Then choose their **locations**, and this is where the roles differ:

* **Admin**: no location choice. The dialog shows **All locations**, admins see every location automatically.
* **Scanner**: pick the **one** location they work at (single choice).
* **Manager**: pick **one or more** locations they can access (toggles). All of them start switched on.

A Manager or Scanner always needs a location. If none is chosen, the button stays grey and a hint says **"Choose at least one location."**

**2. Delegated billing (managers only)**

If you invited a **Manager** with at least one delegatable location, a second step appears: **"Choose which locations this member will pay for independently."** Toggle on any location you want the manager to be billed for directly, they will get their own subscription and invoice for it (a franchise setup). Leave them all off to keep paying centrally yourself. See [Delegated billing](https://vexioncards.mintlify.site/knowledge-base/billing-delegated.md).

**3. Send**

Click **Send Invite**. They receive an email invitation and join once they accept.

![The Invite Team Member window with the Manager role, all three location switches off, the grey hint 'Choose at least one location.' and the grey Send Invite button.](https://mintcdn.com/vexioncards/_uO6C5QzztIvxlPT/images/team-invite-location-required.png?fit=max\&auto=format\&n=_uO6C5QzztIvxlPT\&q=85\&s=2068308754a2c05bf6c36c838150a592)

A Manager invite with no location chosen: Send stays grey and a hint tells you why

> [!NOTE]
>
> Assigning the right location up front means every scan a manager or scanner makes is automatically attributed to the correct place, with no "select your location" prompt at the till.

## What the person you invited sees

**1. They open the invitation**

They receive an email invitation and click the button inside it, which opens VEXiON cards.

**2. They create a login, or sign in**

If they are new to VEXiON cards, they create their login in seconds: they enter their email and get a one-time verification code by email to confirm it (or they can continue with Google), and they land straight inside your organization, in the role you gave them. If they already have a VEXiON cards login, they just sign in and are added.

**3. They land in the right place**

Admins and Managers land on the dashboard, a Scanner lands on the Scanner screen, always scoped to the locations you assigned them.

> [!NOTE]
>
> If you invited a Manager or a Scanner to a location whose billing is delegated, they will be asked to set up their own billing before they can start. See [Delegated billing](https://vexioncards.mintlify.site/knowledge-base/billing-delegated.md).

## Managing members

An Admin row shows **All locations**. A Manager or Scanner row lists their locations.

Each member row has a **"..." menu** with four actions:

* **Change role**: switch them between Admin, Manager, and Scanner. When you turn an Admin into a Manager or Scanner, a window first asks you to choose the location (or locations) they will work at. A Scanner needs exactly one, so a Manager with several locations also picks one when you make them a Scanner. The role changes only after you confirm.
* **Assign locations**: open a dialog to change which locations they can access. It has a **Select all** toggle and a switch per location (a scanner picks a single location instead). **Save** stays grey while no location is chosen: a Manager or Scanner always keeps at least one. A Scanner works at **one** location only. To move a Scanner, pick the new location and save, the move happens in one step. In the location editor (Settings, Locations) a Scanner who already works somewhere else is marked with the hint **"already at \[location]"** (see the picture below). Locations that are already **delegated** are marked with a badge. See [what they see at the till](https://vexioncards.mintlify.site/knowledge-base/using-the-scanner.md#when-the-card-belongs-to-a-different-location).
* **Suspend**: stop their access for now without losing anything. See [Suspend and resume](#suspend-and-resume).
* **Remove**: take them off the team, after a confirmation. They lose access to this organization, and their past actions stay in the history. See [Removing a member](#removing-a-member).

![The location's Team & Billing section showing a disabled row to add Zuzana Baristová as Scanner, labelled 'already at Brew Haven Bratislava' because she is already assigned there.](https://mintcdn.com/vexioncards/qZBWSjUaj_S7xvX_/images/team-member-already-assigned.png?fit=max\&auto=format\&n=qZBWSjUaj_S7xvX_\&q=85\&s=f1b4becf566483becf98dc1ec29c70ea)

Assigning a Scanner who already works at another location

Pending invitations appear in their own section (**Pending invitations**), where you can **Resend** or **Revoke** them. **Resend** sends the person a fresh invitation email; the link in the earlier one no longer works, so they join from the newest email. If an old invitation has no saved location, the invite window opens with their email and role filled in, so you choose the location and send it again.

> [!NOTE]
>
> You cannot remove **yourself**: the "..." menu does not appear on your own row.

> [!NOTE]
>
> A Manager or Scanner is never left without a location. If you try to take somebody off their **last** location in the location editor, VEXiON refuses and names them: give them another location first, or use **Remove** here to take them off the team. For the same reason you cannot delete a location while it is somebody's **only** location.

> [!WARNING]
>
> If a manager pays for a location through [delegated billing](https://vexioncards.mintlify.site/knowledge-base/billing-delegated.md), VEXiON will not remove them until the location has another payer. Only the **owner** can remove them anyway, after a warning. If a manager has an active [delegated billing](https://vexioncards.mintlify.site/knowledge-base/billing-delegated.md) arrangement, you cannot take them off that location's team until you turn off delegated billing for the location. Removing a manager from the team does not cancel their paid subscription. VEXiON only emails you a warning, so turn off delegated billing for their location first.

## Confirming sensitive changes

Removing someone, suspending someone, changing a role, inviting an **admin**, and revoking an invitation ask you to confirm it is really you. VEXiON sends a one-time code to your email (or asks for your password or second factor, depending on your login). After you confirm, you are not asked again for about 10 minutes. If you cancel the check, nothing is changed.

> [!NOTE]
>
> A change takes effect **immediately**. If an admin is demoted or removed, they can no longer change the team from that moment, even if their page is still open.

## Suspend and resume

Use **Suspend** when somebody should not work for a while (a holiday, a leave, a dispute) but will come back. In the "..." menu, choose **Suspend** and confirm.

* They lose access to your organization right away. If they have the dashboard or the scanner open, it stops working within a few seconds.
* Their **role and locations are kept**, and everything they did stays in the history.
* Suspended members stay in the list with a **Suspended** tag next to the name and a **Resume** button.
* Click **Resume** (on the row or in the "..." menu) and they can sign in again with the same role and locations. They sign in again; nothing is sent to them.

> [!NOTE]
>
> An **admin cannot be suspended**, because admins keep full control of the team. Change their role to manager or scanner first, then suspend them, or remove them. If you suspend a manager who pays for a location through [delegated billing](https://vexioncards.mintlify.site/knowledge-base/billing-delegated.md), that billing keeps running.

If the person works for another business on VEXiON cards too, they stay signed in there. Suspending affects your organization only.

## Removing a member

**Remove** ends their time on your team. They lose access to your organization. If the person pays for a location through [delegated billing](https://vexioncards.mintlify.site/knowledge-base/billing-delegated.md), that subscription keeps running, so give the location another payer first.

* Everything they did stays in the history (for example in a transaction's details), with the **name and role they had at that time** and a small **Former member** tag.
* Removed people are listed under **Former members**, with their role, locations and the date they were removed.
* To bring someone back, click **Invite again** on that row, or invite the same email address as usual. See [Inviting somebody who left before](#inviting-somebody-who-left-before).

> [!NOTE]
>
> The owner of the organization cannot be suspended or removed, and you cannot suspend or remove yourself.

## Inviting somebody who left before

Invite them with the same email address. When you finish typing the address, VEXiON recognizes them: a note says who they were and **fills in their earlier role and locations**. Change anything you like, then click **Send Invite**; nothing is sent before you click. Locations that no longer exist are left out, and the note tells you.

Their old history is linked to them again automatically, so their earlier actions and the new ones belong to the same person, and the **Former member** tag disappears.

If the address belongs to a **suspended** member, the invite window says so and offers **Resume** instead: suspended people are still on your team, so a new invitation is not needed.

> [!NOTE]
>
> Team size depends on your plan. **VEXiON cards ONE** is a single-user plan, so the Team tab shows a PRO badge; upgrade to **PRO** to invite staff. See [Plans & pricing](https://vexioncards.mintlify.site/knowledge-base/billing-plans.md).


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