Inviting team members
Invite staff to your Zillo store from Team settings. Each member has a role — owner, admin, staff, or redeem-only — that controls what they can do. Owners can change billing; admins manage everything except billing; staff handle day-to-day operations; redeem-only members are scoped to the Redeem screen and mobile app.
Inviting team members
Invite staff to your Zillo store from Settings → Team. Each member has a role — owner, admin, staff, or redeem-only — that controls which dashboard sections they can reach.
Send an invite
- Open Settings → Team.
- Click "Invite member".
- Enter their email and pick a role.
- Submit. Zillo sends them an email with a link to set their password.
- They click the link, set a password, and they're a full member — ready to sign in immediately.
The invitation email is sent from your store's email address (if you've set up a custom sender under Settings → Email) or Zillo's default. Once they accept, they can sign in to dashboard.zillo.app the same way you do.
Invite never arrived? Ask the person to check their spam folder, then confirm you typed the address correctly in Settings → Team. You can remove a pending invite and send a fresh one. The link is personal — they should set their own password, not reuse yours.
What each role can do
| Action | Owner | Admin | Staff | Redeem only |
|---|---|---|---|---|
| Redeem cards & scan codes (dashboard + mobile) | ✓ | ✓ | ✓ | ✓ |
| View orders, products, customers, calendar, reports | ✓ | ✓ | ✓ | — |
| Edit products, branding, discounts, reviews | ✓ | ✓ | ✓ | — |
| Create manual orders & bulk import gift cards | ✓ | ✓ | — | — |
| Book appointments from the calendar | ✓ | ✓ | — | — |
| Take payments on the mobile POS | ✓ | ✓ | — | — |
| Create / revoke API keys & webhooks | ✓ | ✓ | — | — |
| Fulfil GDPR data-subject requests | ✓ | ✓ | — | — |
| Change billing, request account deletion | ✓ | — | — | — |
A Redeem-only member only ever sees the Redeem screen on the dashboard, and on the mobile app only the Redeem tab. They can't open orders, customers, products, or settings — perfect for the tablet at the door or the person at the studio check-in counter.
- Owner — keep tight, typically just the business principal. Only owners can change billing or close the account.
- Admin — team leads who run product operations day to day.
- Staff — front-of-house with broad access for fulfilling orders, processing refunds, scanning codes.
- Redeem only — door / counter staff who only need to scan codes. Safe for a shared device.
Two-factor authentication
Two-factor authentication (2FA) is per person — each team member sets it up on their own account, and we strongly recommend every owner and admin does. Turn it on from Settings → Security:
- Click "Set up 2FA".
- Scan the QR code with an authenticator app (Authy, 1Password, Google Authenticator, Bitwarden).
- Enter the 6-digit code to confirm.
- Save your backup codes — 8 single-use codes you can use if you lose access to your authenticator app.
After setup, every sign-in requires the 6-digit code from the authenticator. Backup codes work in place of the authenticator for emergency recovery, so store them somewhere safe — a password manager is ideal.
Lost both your authenticator and your backup codes? Email Zillo support from the email address on file with proof of identity. There's no self-service "I lost my codes" recovery — that would defeat the point of 2FA.
Removing a member
Click the member's row in Settings → Team and click Remove from team. Their access to your store is revoked immediately. They can still sign in to Zillo with their email but they won't see your store in their account list.
Their historical activity (refunds processed, check-ins logged, products created) stays in your data for the audit trail — only their ongoing access is removed.