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Staff members are the people who log in to your OwnPay admin dashboard to manage payments, brands, and settings. Each staff member has their own login credentials and can be scoped to specific brands.

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Super admin concept

The first account created during installation is the super admin. This account has unrestricted access to every brand, every setting, and every role. You cannot delete the super admin. Only the super admin can create other staff members and manage roles.

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Invite a staff member

  1. Log in to the admin dashboard as the super admin.
  2. Go to People → Staff.
  3. Click + Add Staff.
  4. Enter the staff member’s name and email address.
  5. Select a role (see Roles for the full list).
  6. Choose the brands this staff member can access.
  7. Click Create.
The system sends an invitation email to the staff member. They click the link, set their own password, and log in.
If your server does not have SMTP configured, the invitation email will not be sent. In that case, the super admin must communicate the login URL and reset the password manually from the staff member’s edit page.

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Staff accepts the invitation

  1. The staff member opens the email and clicks the invitation link.
  2. They set a password (minimum 8 characters).
  3. They are redirected to the admin dashboard.
  4. Their initial view is limited to the brands and permissions assigned to their role.

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Manage staff members

From the People → Staff page, you can:
  • Edit - change name, email, role, or brand assignments.
  • Deactivate - temporarily disable access without deleting the account. Deactivated staff cannot log in.
  • Delete - permanently remove the staff account and its session data.
  • Reset password - force a password reset so the staff member sets a new password on next login.

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Brand scoping

Staff members only see brands they are assigned to. When a staff member logs in:
  1. The system loads their brand list.
  2. They can switch between assigned brands using the brand selector in the top navigation.
  3. If they have only one brand, the dashboard loads that brand’s data directly.
  4. Attempting to access an unassigned brand returns a 403 Forbidden error.
Never share your super admin password with other team members. Always create a separate staff account for each person so you maintain an audit trail of who did what.
Last modified on August 25, 2026

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