# Team Members Management

**Category:** Admin Settings
**Audience:** Admin Users (Store Managers, Owners)
**Last Updated:** 2026-02-11

---

The Team Members page lets you manage everyone who works at your store -- adding new people, assigning roles, setting up login access, managing clock PINs, and keeping track of employment details. This is also where you sync team data from external scheduling providers like WhenIWork.

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

*The Team Members page showing the search bar, filter chips, and the data grid with all active team members.*

---

## How to Access Team Members

1. Log in to BuyerKiosk with an admin account
2. In the left sidebar, click **Team**
3. Click **Team Members**

Or navigate directly to:

```
https://app.buyerkiosk.com/admin/{your-store-code}/team-members
```

> **Note:** You need the `uri_employees` permission to access this page.

---

## Page Layout

The Team Members page has four main areas:

| Area | Description |
|------|-------------|
| **Header Bar** | Page title, store name, sync status, and action buttons (Sync, Roles, Add Member) |
| **Search & Filters** | Text search and quick-filter chips for narrowing the list |
| **Data Grid** | Sortable table of all team members with photos, names, roles, and status icons |
| **Icon Legend** | Reference for the status icons shown in the grid |

### Header Buttons

| Button | What It Does |
|--------|-------------|
| `Sync` | Pull latest team data from your external scheduling provider (only visible if your store uses WhenIWork or similar) |
| `Roles` | Open the role customization modal to rename roles and change colors |
| `Add Member` | Open the 3-step wizard to add a new team member (only available for homegrown stores) |

---

## Searching and Filtering

### Text Search

Type in the search bar to filter team members by name or email. The grid updates as you type.

### Filter Chips

Click the filter chips below the search bar to quickly narrow the list:

| Filter | Shows |
|--------|-------|
| **Active** | Only active team members (selected by default) |
| **Has Login** | Team members who have BuyerKiosk login credentials |
| **Has PIN** | Team members who have a clock PIN set |
| **WhenIWork** | Team members synced from WhenIWork |

Click a chip to toggle it on or off. Click `Clear All` to remove all filters and show everyone.

### Grid Columns

The data grid displays the following columns:

| Column | Description |
|--------|-------------|
| **Photo** | Profile photo or placeholder avatar |
| **Name** | Full name and email address |
| **Role** | Color-coded role badge (Owner, Manager, Shift Lead, Buyer, Cashier, Employee) |
| **Status** | Icons indicating login access, PIN status, and sync source |
| **Actions** | Dropdown menu with Edit and Deactivate options |

Click column headers to sort the grid. Use the pagination controls at the bottom to navigate large teams.

### Status Icons

| Icon | Meaning |
|------|---------|
| Key icon (blue) | Has BuyerKiosk login credentials |
| Hash icon (teal) | Has a clock PIN set |
| Mobile icon (green) | Synced from WhenIWork |

---

## Adding a New Team Member

Click `Add Member` to open the 3-step wizard.

> **Note:** The Add Member button is only available for stores that manage their own team members (homegrown). If your store syncs from WhenIWork, new members come through the sync process instead.

### Step 1: Basic Info

![Add Wizard Step 1](/images/support/articles/team_members_add_wizard_step1.png)

*Step 1 of the Add Member wizard -- enter basic information and select a role.*

Enter the new team member's details:

| Field | Required | Description |
|-------|----------|-------------|
| `Photo` | No | Upload a profile photo (click Upload Photo) |
| `First Name` | Yes | 2-50 characters |
| `Last Name` | Yes | 2-50 characters |
| `Email` | No | Valid email address (needed if you plan to send an invitation) |
| `Phone` | No | Contact phone number |
| `Position` | No | Job title (e.g., Sales Associate) |
| `Role` | No | System role that determines permissions |

Click `Next: Access` to proceed.

### Step 2: Access

![Add Wizard Step 2](/images/support/articles/team_members_add_wizard_step2.png)

*Step 2 -- configure clock PIN and login access.*

This step has two optional sections:

**Clock PIN**
- Check **Set clock PIN** to reveal the PIN field
- Enter a 4-6 digit numeric PIN
- This PIN is used for clocking in and out at the time clock

**BuyerKiosk Login**
- Check **Enable BuyerKiosk login access** to reveal the login setup options
- Choose one of two methods:
  - **Send invitation email** -- The team member receives an email and creates their own password. Requires an email address from Step 1.
  - **Create credentials now** -- You set the username and password directly. Use the generate button to create a random secure password.

Click `Next` to review, or `Back` to return to Step 1.

### Step 3: Review

The review step shows a summary of everything you entered:

- Photo and name
- Contact information
- Position and role
- PIN status (set or not set)
- Login status (enabled or not, and which method)

Review the details and click `Add Team Member` to create the new member. A spinner will show while the system processes the request.

---

## Viewing and Editing a Team Member

Click the `Actions` dropdown on any row and select **Edit** to open the detail modal.

The detail modal has four tabs:

### Profile Tab

Edit basic contact information:

| Field | Description |
|-------|-------------|
| `Photo` | Upload, replace, or remove the profile photo |
| `First Name` / `Last Name` | Name fields (required) |
| `Email` | Email address |
| `Phone` | Contact phone number |
| `Emergency Contact Name` | Emergency contact's full name |
| `Emergency Contact Phone` | Emergency contact's phone number |

> **Note:** If the team member is synced from an external source (WhenIWork), name and email fields may be read-only. An info banner at the top of the tab will explain this.

### Employment Tab

Manage role, status, dates, and compensation:

| Section | Fields |
|---------|--------|
| **Position & Role** | Job title and system role (Owner, Manager, Shift Lead, Buyer, Cashier, Employee) |
| **Status** | Active, Inactive, or On Leave. Selecting On Leave reveals start/end date fields. |
| **Employment Dates** | Hire date and termination date |
| **Compensation** | Hourly rate and DRS Employee ID (for POS system linking) |
| **Hours Preferences** | Hours requested, minimum hours, and maximum hours per week. These are used by AI scheduling. |

### Access & Security Tab

Manage login access, clock PIN, and email reports:

**BuyerKiosk Login**
- Toggle login access on or off
- When enabled, shows the username and last login date
- Buttons to change password or change username

> **Warning:** Disabling login will prevent the team member from accessing the system and terminate any active sessions.

**Clock PIN**
- View current PIN status (set or not set)
- Enter a new 4-6 digit PIN and click `Update PIN`
- Click `Remove PIN` to clear an existing PIN

**Daily Reports**
- Check **Receive Daily Reports** to send daily summary emails to this team member

### Activity Tab

View a timeline of the team member's recent actions:

- Login and logout events
- Clock in and clock out events
- Profile updates

The timeline scrolls and has a `Load More` button for viewing older activity.

---

## Setting Up Login Access

There are two ways to give a team member access to BuyerKiosk:

### From the Add Wizard

During Step 2 of the add wizard, enable BuyerKiosk login and choose either the invitation or admin-created credentials method (described above).

### From the Detail Modal

1. Open the team member's detail modal (Actions > Edit)
2. Go to the **Access & Security** tab
3. Toggle **BuyerKiosk Login** to ON
4. A setup modal will appear with two options:
   - **Send Email Invitation** -- Sends a link to the team member's email. They create their own password.
   - **Create Credentials Now** -- You enter a username and password. Optionally set a clock PIN at the same time.
5. Click `Enable Login Access`

---

## Customizing Roles

Click the `Roles` button in the header to open the role customization modal.

Here you can:

- **Rename roles** -- Change the display name of any role (e.g., rename "Buyer" to "Appraiser")
- **Change colors** -- Pick a new badge color for each role
- **Reorder roles** -- Change the sort order using the Order column
- **Reset to Defaults** -- Restore all roles to their original names and colors

Changes apply to all team members with that role across the store.

### Default Roles

| Role Value | Default Name | Typical Use |
|------------|-------------|-------------|
| 0 | Employee | General staff |
| 1 | Owner | Store owner with full access |
| 2 | Manager | Store manager |
| 3 | Shift Lead | Shift supervisor |
| 4 | Buyer | Processes customer buys |
| 5 | Cashier | Handles register transactions |

---

## Syncing from WhenIWork

If your store uses WhenIWork for scheduling, the Team Members page will show:

- A **Last sync** timestamp showing when data was last pulled
- A `Sync` button to trigger a manual sync

During a sync, BuyerKiosk pulls the latest employee records from WhenIWork and updates names, emails, and status. Team members synced from WhenIWork show a green mobile icon in the Status column.

> **Tip:** Synced team members cannot be created or deleted from BuyerKiosk -- manage them in WhenIWork instead. However, you can still set PINs, assign roles, and configure login access in BuyerKiosk.

---

## Deactivating a Team Member

1. Click the `Actions` dropdown on the team member's row
2. Select **Deactivate**
3. Confirm the deactivation

Deactivation is a soft delete -- the team member's record is preserved but they are removed from active lists and cannot log in. You can reactivate them later if needed.

To reactivate, filter the grid to show inactive members, then use the Actions menu to reactivate.

---

## Troubleshooting

### I cannot see the Add Member button
- The Add Member button is disabled for stores that sync from WhenIWork. New members must be added in WhenIWork and then synced.
- Verify your account has admin permissions.

### A team member cannot log in after I created their credentials
- Check that the team member's login is enabled in the Access & Security tab
- Verify the username is correct (it is case-sensitive)
- Try resetting the password from the Access & Security tab

### Clock PIN is not working
- PINs must be exactly 4-6 digits (numbers only)
- Verify the PIN was saved (check the Access & Security tab for the green "PIN Set" badge)
- Each PIN must be unique within the store

### Sync button shows an error
- Check that your WhenIWork integration is still connected (go to **Integrations** in the sidebar)
- Try syncing again after a few minutes
- If the error persists, contact support

---

## Related Articles

- [Store Settings & Configuration](/support/articles/02-store-settings-configuration)
- [Customer Check-In](/support/articles/04-customer-check-in)
- [Workbook Overview](/support/articles/01-workbook-overview)