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Adding employees

The number of employees that you can add to your Retail account depends on your Lightspeed Retail plan. If you've reached your employee limit and the + New Employee button no longer displays in Settings Employee Setup, we recommend archiving an employee you're no longer using. If you need to keep all your current employees active, email your request to increase your employee limit to your Sales Account Manager directly or to the Sales department at sales@lightspeedhq.com. Alternatively, you can contact Support as they can coordinate a phone transfer or a callback request. 

Before you begin

If you plan on adding employee roles, we recommend configuring the permissions of each employee role before adding your employees. Seeing that a Custom employee role can only be configured within an employee account, we recommend that you at least define the employee role permissions you plan to enable for them ahead of time.

For more information on employee role permissions, please see our Adding employee roles article. 

Adding an employee

  1. From the main menu, click Settings > Employee Setup > + New Employee.

  2. Enter the employee’s first name and last name.

  3. Assign them an employee role.

  4. If you have a multi-location account, you can limit the employee’s access to a specific shop by selecting it from the Limit To Shop list.

    Note: If you're participating in the public beta for multi-location employee restrictions, you can select Edit to only give them access to specific locations. Alternatively, enable the Allow access to all switch to give them access to all locations. For more information, please see Configuring employee settings for multi-location accounts (beta).
  5. In the Phones section, enter your employee's phone numbers:
    • Home
    • Work
    • Mobile
    • Pager
    • Fax
  6. In the Address section, enter your employee's mailing address:
    • Country
    • Address 
    • Address 2 (e.g. 3rd Floor)
    • City
    • Province/State/Region
    • Postal Code/Zip Code
  7. In the Other section, enter the following details:
    • Website
    • Email 1 (used if the Email contact method is selected)
    • 2 (employee's secondary email address)
    • Custom (e.g. employee number 13)
  8. In the Contact section, select your employee's preferred contact method (Email, Mail or Call) for software updates and important messages from Lightspeed Retail. Your employee's explicit consent is required to contact them through these methods.

    NOTE: If you're an Omnichannel merchant, customers who have subscribed to your newsletter in your eCom store will have the Email checkbox selected in your Retail account.

  9. Click Save Changes.

The employee is now officially added to your Lightspeed Retail account.


What's next?

  1. Set up login credentials for your employees in the Sign In section of the left menu. These include their username, password and personal identification number (PIN). For more information, please see our Setting login credentials article.

  2. If you've assigned a Custom role to some of your employees, click Rights in the left menu to enable a customized set of permissions. As Custom roles are not listed under Settings Employee Roles, you would need to modify the permissions of the Custom role in the same way should you need to in the future. For more information on employee role permissions, please see our Editing employee roles article.

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