Managing your business solo can be exhausting. At some point, you need help, and this help can come in the form of a co-founder, manager, sales rep, or your cousin who helps on weekends. BrandDrive makes it easy to bring your team onto the platform while controlling exactly what they can see and do.
The Users & Permissions section is where you manage your team members and define who has access to what.
Accessing Users & Permissions
To get here:
1.Click on your business name at the top left corner
2.Select “Business Settings” from the dropdown
3.Click on “Users & Permissions” in the left sidebar
You’ll see the heading: “Users & Permissions”. Add team members and set the appropriate access levels.
The Users & Permissions page has two main tabs:
Manage Users – Where you add, view, and manage individual team members
Roles & Permissions – Where you define what each role can access and do
Let’s start with understanding roles, then we’ll add users.
Roles & Permissions: Defining Access Levels
Before you invite anyone to your BrandDrive account, you need to understand roles. Roles determine what team members can see and do in the system.
Step 1: Access Roles & Permissions
Click on the “Roles & Permissions” tab at the top of the page.
You’ll see two main sections:
– Left Side: User Roles (the list of available roles)
– Right Side: Manage permissions (where you configure what each role can access)
Default Roles (Non-Editable)
BrandDrive comes with several pre-configured roles that you cannot edit. These are marked as (NON EDITABLE) and include:
1. Manager – Handles daily operations
– Can record sales, manage inventory, create invoices
– Cannot add/remove team members or change critical settings
– Good for: Store managers, department heads
2. Finance – Focuses on financial operations
– Can manage wallets, transactions, banks, expenses
– Good for: Accountants, finance team members
3. Accounting – Specialized accounting access
– Can handle accounting-specific tasks
– Good for: Professional accountants, bookkeepers
4. Developer – Technical access for integrations
– Can access API and integrations
– Good for: Technical team members, developers
5. Sales & Customer Support – Customer-facing role
– Can manage customers, handle sales, provide support
– Good for: Sales reps, customer service team
6. POS Operator – Point-of-sale focused
– Can operate the POS system and record sales
– Limited access to other features
– Good for: Cashiers, front desk staff
These default roles cover most common business needs. You can’t change what they can access, but you can create your own custom roles if needed (we’ll cover that shortly).
Business Custom Roles (Editable)
Below the default roles, you’ll see a section called “Business custom roles” marked as (EDITABLE).
These are roles you create yourself for your specific business needs. In the example, you can see:
– Admin
– Front Desk
– Demo account
Each custom role has a three-dot menu (•••) next to it, allowing you to edit or delete it.
Viewing Role Permissions
To see what a specific role can do:
Step 1: Click on any role from the list on the left
The role gets highlighted with a blue dot, and the right side updates to show its permissions.
Step 2: Review the permission categories
Permissions are organized into categories with icons:
– Finance
– Sales
– Operations
Step 3:Expand any category to see specific permissions
Click the dropdown arrow (▼) next to any category to expand it and see individual permissions.
You’ll see specific actions like:
•View – Can see this information
•Create – Can add new entries
•Edit – Can modify existing entries
•Delete – Can remove entries (if applicable)
Each permission has an orange toggle switch:
•Orange (ON) = Permission enabled
•Gray (OFF) = Permission disabled
Creating a Custom Role
If you need to customize a particular role that doesn’t exist by default, you can create your own
Step 1: Click the blue “Create Role” button in the top right corner
A popup appears titled “Create New Role”
Step 2: Enter the Role Name
Type a clear, descriptive name for this role: i.e.
•”Warehouse Manager”
•”Part-Time Sales Associate”
Step 3: Click “Continue”
Step 4: Configure Permissions
Now you’ll see the same permission interface we explored earlier, but this time for your new role.
Go through each category and toggle permissions ON or OFF based on what this role should be able to do.
Step 5: Save Your Custom Role
Once you’ve configured all permissions, click “Create”
Your custom role now appears under “Business custom roles” and can be assigned to team members.
Managing Users: Adding and Controlling Your Team
Now that you understand roles, let’s add actual team members to your BrandDrive account.
Click on the “Manage Users” tab to see everyone who has access to your business.
You’ll see a table with columns:
Name/Status – Team member’s name and profile picture
Email address – Their login email
Choose role – What role they’re assigned (Owner, Manager, etc.)
Assigned outlet – Which branch/location they can access (if you have multiple)
Adding a New Team Member
Ready to invite someone to your BrandDrive account? Here’s how:
Step 1: Click the blue “Add new user +” button in the top right corner
A popup appears titled “Add a new user”
Step 2: Enter Their Email Address
Type the email address of the person you want to invite.
The field is marked with an asterisk (*) meaning it’s required.
Step 3: Select Their Role
Click the “User role” dropdown and select any role you choose to assign to them.
Choose carefully! The role determines everything they can see and do in BrandDrive.
Step 4: Assign Branches
If your business has multiple branches or outlets, select which locations this person can access.
Click the “Assigned branches” dropdown and choose any of your branch/branches.
Step 5: Send the Invitation
Click the blue “Save” button.
Then BrandDrive will send an invitation email to the person to join your BrandDrive business account.
When your team member logs in, they see a customized version of BrandDrive based on their role
Remember: You can always edit or update a team member’s role and permissions.
Removing Team Members
When someone leaves your business or no longer needs access:
Step 1: Find them in your team list
Step 2: Click the three-dot menu (•••)
Step 3: Select “Delete”
Step 4: Confirm the removal
Their access is revoked immediately. They can no longer log into your BrandDrive account.
Important: Their historical data (sales they recorded, transactions they made) remains in your system for record-keeping and audit purposes. Removing a user doesn’t delete the work they did, it just removes their access going forward.
Security best practice: Remove access the same day someone leaves your employment. Don’t wait until some other time.
Common Questions
Q: Can I have multiple Owners?
A: No, each BrandDrive business has only one Owner. However, you can give someone an Admin role, which has nearly the same access (except billing and account deletion).
Q: What if I accidentally remove someone important?
A: Simply add them back using their email address. Their historical data wasn’t deleted, so you won’t lose any records.
Q: Can team members see each other’s activities?
A: This depends on their role. Managers and Admins can typically see activity logs, but basic Staff or POS Operators cannot.
Q: How many team members can I add?
A: This depends on your BrandDrive plan. Check your subscription details or contact support for your specific limit.
Q: Will team members get notified when I change their role?
A: They should receive a notification, but the change takes effect immediately either way.
What’s Next?
Now that you’ve set up your team and defined roles, you’re ready to move on to other important setup tasks like importing your existing data and understanding your dashboard.