# Managing Team Members with Native Employee Management

The Team Members section allows you to create, edit, and manage your store's employees directly within BuyerKiosk. This guide covers the Native Employee Management system - if your store uses WhenIWork for scheduling, some features may differ.

![Team Members Overview](/images/support/articles/team_members_overview.png)

*The Team Members page displays all active employees with their photo, name, role, and status indicators.*

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## Interface Overview

| Area | Description |
|------|-------------|
| **Header** | Store name, `Roles` button for customization, and `+ Add Member` button |
| **Search Bar** | Find team members by name or email |
| **Filter Chips** | Quick filters for Active, Has Login, Has PIN, and WhenIWork source |
| **Team Grid** | Sortable list showing photo, name, role, status icons, and actions |
| **Status Icons** | Key icon = has login, # icon = has PIN |
| **Pagination** | Navigate pages and adjust items per page (default: 50) |

---

## Adding a New Team Member

Click `+ Add Member` to open the three-step wizard.

### Step 1: Basic Info

![Add Team Member - Basic Info](/images/support/articles/team_members_add_wizard_step1.png)

1. **Photo** (optional) - Click `Upload Photo` to add an employee photo
2. **First Name** (required) - Employee's first name
3. **Last Name** (required) - Employee's last name
4. **Email** (optional) - Used for login invitations and reports
5. **Phone** (optional) - Contact number
6. **Position** (optional) - Job title (e.g., "Sales Associate")
7. **Role** (required) - Select from: Employee, Owner, Manager, Shift Lead, Buyer, or Cashier

> **Tip:** The Role determines system permissions. Owners and Managers have full access, while other roles have limited permissions.

Click `Next: Access` to continue.

### Step 2: Access Configuration

![Add Team Member - Access Options](/images/support/articles/team_members_add_wizard_step2_expanded.png)

Configure how the employee accesses BuyerKiosk:

**Clock PIN** (optional)
- Check `Set clock PIN for time clock verification`
- Enter a 4-6 digit PIN
- Used for clocking in/out at shared kiosk terminals

**BuyerKiosk Login** (optional)
- Check `Enable BuyerKiosk login access` to allow system access
- Choose one of two methods:

**Option A: Send Invitation Email**
- Employee receives an email to set their own password
- Requires a valid email address on the profile

**Option B: Create Credentials Now**

![Create Credentials](/images/support/articles/team_members_add_wizard_step2_credentials.png)

- Set a username (e.g., "jsmith")
- Set a password (minimum 8 characters)
- Use the generate button to create a secure random password

Click `Next: Review` to continue, then `Create Team Member` to finish.

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## Editing a Team Member

To edit an existing team member:

1. Find the employee in the grid
2. Click the `Actions` button in their row
3. Select `Edit` from the dropdown

![Actions Menu](/images/support/articles/team_members_actions_menu.png)

### Profile Tab

![Edit Profile Tab](/images/support/articles/team_members_edit_profile_tab.png)

Update basic information:
- **Photo** - Upload or remove profile photo
- **First Name** / **Last Name** - Update name
- **Email** - Change email address
- **Phone** - Update phone number (format: (555) 555-5555)
- **Emergency Contact** - Add emergency contact name and phone

### Employment Tab

![Edit Employment Tab](/images/support/articles/team_members_edit_employment_tab.png)

Manage employment details:
- **Position** - Job title
- **Role** - System permission level
- **Status** - Active, Inactive, or On Leave
- **Employment Dates** - Hire date and termination date
- **Hourly Rate** - Compensation rate
- **DRS Employee ID** - External POS system identifier
- **Hours Preferences** - For AI scheduling:
  - Hours Requested (target weekly hours)
  - Minimum Hours (floor)
  - Maximum Hours (ceiling - hard limit)

### Access & Security Tab

![Edit Access Tab](/images/support/articles/team_members_edit_access_tab.png)

Manage login and security:

**BuyerKiosk Login**
- Toggle login access on/off
- View username and last login date
- `Change Password` - Reset the employee's password
- `Change Username` - Update login username

**Clock PIN**
- View current PIN status
- Enter a new PIN (4-6 digits)
- `Update PIN` to save changes

**Email Reports**
- Check to send daily summary emails to this employee

Click `Save Changes` to update the team member.

---

## Deactivating a Team Member

To deactivate an employee (soft delete):

1. Click `Actions` on their row
2. Select `Deactivate`
3. Confirm the action

Deactivated employees:
- Cannot log into BuyerKiosk
- Are hidden from the default Active filter
- Can be reactivated later if needed

> **Note:** To view inactive employees, click the `Active` filter chip to toggle it off.

---

## Using Filters

The filter chips help you quickly find specific team members:

| Filter | Shows |
|--------|-------|
| `Active` (default ON) | Only active employees |
| `Has Login` | Employees with login credentials |
| `Has PIN` | Employees with clock PINs set |
| `WhenIWork` | Employees synced from WhenIWork (if integrated) |
| `Clear All` | Reset all filters |

Click a filter chip to toggle it on/off. Multiple filters can be active simultaneously.

---

## Status Icons Legend

In the Status column, icons indicate employee capabilities:

| Icon | Meaning |
|------|---------|
| Key icon | Employee has login credentials |
| # (hashtag) icon | Employee has a clock PIN set |

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## Troubleshooting

### Employee can't log in
1. Verify login is enabled on the Access & Security tab
2. Check the username is correct
3. Reset the password if needed

### Clock PIN not working
1. Ensure PIN is set on the Access & Security tab
2. PIN must be 4-6 digits
3. Check the employee status is Active

### Can't find an employee
1. Clear all filters using `Clear All` button
2. Search by name or email in the search bar
3. Check if the employee was deactivated

---

## Related Articles

- [Understanding User Roles and Permissions](/support/articles/user-roles-permissions)
- [Setting Up Time Clock](/support/articles/time-clock-setup)
- [WhenIWork Integration](/support/articles/wheniwork-integration)