Users and access

Kadenio has no public sign-up and no email invitations. Your Kadenio account manager sets up the shop owner's account, and the owner (or a manager) creates accounts for staff. A new account gets a temporary password, shown once, which the person must change the first time they sign in. This page covers creating, editing, deactivating, archiving and restoring staff accounts, the first sign-in, and how permissions work.

Who can use this

Staff accounts are managed under Staff in the sidebar.

Task	Who
See the staff list and a person's details	Owner and Manager
Create an account	Owner (Manager or Team Member accounts), Manager (Team Member accounts only). The owner's account is set up by your Kadenio account manager.
Edit an account	Same as creating. Anyone may update their own name and phone number.
Archive, move to the recycle bin, restore	Owner
Give extra permissions	Arranged by Kadenio on the owner's request

Before you start

• Know the person's real name and an email address that is not used by any other Kadenio account.
• Have a safe way to hand over the temporary password, in person or through a password manager. Kadenio does not store it or email it.

Key concepts

Concept	Meaning
Temporary password	A random one-time password shown once when the account is created. It must be changed at first sign-in.
Active account	Only active accounts can sign in.
Archived	Hidden from the everyday list and read-only. It can be brought back.
Recycle bin	Removed accounts. They cannot sign in, but they are never permanently deleted and can be restored.
Role	Decides which screens the person can open. See Roles and permissions.
Permission	Decides which changes a non-owner may make on those screens.

How to create a staff account

1. Open Staff and select Add user.
2. Under Personal information, enter Full name, Email and, optionally, Phone number (international format).
3. Under Access and security, choose the Role ("Choose a role first. The account will receive only the permissions defined for that role."). Owners can choose Manager or Staff member; managers can choose Staff member.
4. Select Create account.
5. The Account handoff panel shows the email and the temporary password. Copy them and hand them over safely: "The temporary password is not stored by Kadenio and must be handed to the user securely."

The temporary password is shown only once

Copy it before you leave the page. If it is lost, the account has to be removed and created again.

How the first sign-in works

1. The new user signs in with their email and the temporary password.
2. Kadenio opens Change your temporary password ("Your administrator created this account for you. Set a private password before using the shop.").
3. They enter the Temporary password, a New password and Confirm new password, then select Change password.
4. They see "Password changed. Welcome to your shop." and can start working.

The new password must have at least 8 characters, at least one letter and one number, be different from the temporary password, and match the confirmation.

How to edit an account

1. In Staff, select the edit icon on the person (or open them and select Edit user).
2. Change Full name, Phone number, Role or Active account. Email cannot be changed. If the person's address changes, create a new account for the new address.
3. Select Save changes. You see "User updated successfully."

How to stop someone signing in

1. Open the person with Edit user.
2. Switch off Active account ("Inactive accounts cannot sign in until they are enabled again.").
3. Select Save changes.

Switch it on again to give access back.

How to archive, remove and restore

From the actions on a person in Staff:

• Archive hides the account: "User archived." Select Unarchive to bring it back: "User restored from archive."
• Move to trash removes the account: "User moved to trash." Open Recycle Bin and select Restore to bring it back.

How permissions work

• The owner can do everything in the shop.
• Other roles can open the screens listed in Roles and permissions, but can only make changes (for example take payment, refund, edit products or change stock) where they have been given permission.
• A new staff account starts without these extra permissions.
• There is no screen for permissions in this version. The owner asks Kadenio support to set them up.

Rules to know

Rule	Message
An email address can belong to only one account	"A user with this email already exists."
Owners can create and assign Manager or Team Member only	"Owners can create manager or member accounts only."
Managers can create and assign Team Member only	"Managers can create member accounts only."
A shop has exactly one owner	Change the owner with ownership transfer in Settings
The owner cannot change their own role	"Transfer ownership from organization settings."
The email address cannot be changed	Create a new account for a different address

What happens next

• A new account can sign in at once with the temporary password, and must change it first.
• An inactive, archived or removed account is refused at the next action, even if the person is already signed in.
• Changes to staff access are listed in Settings → General → Activity.

Not available in this version

• Email invitations.
• Signing in with a company account (single sign-on).
• A screen for setting individual permissions.
• Assigning staff to different shop locations.

Common questions / problems

Symptom	Cause	What to do
"Your role cannot add shop team members."	Shop Managers and Team Members cannot create accounts	Ask the owner
The temporary password was lost	It is shown only once	Move the account to the recycle bin and create it again
"The current password is incorrect."	The temporary password was typed wrong	Type it again carefully, or ask whoever created the account
A new staff member gets "You do not have permission for this action."	They have no extra permissions yet	The owner asks Kadenio support to set them up
"Your user account has been suspended." or "Your user account is inactive."	The account is not active	Switch Active account on under Edit user
Someone forgot their password	There is no reset link on the sign-in page	Ask the owner or Kadenio support

Related pages

• Roles and permissions
• Getting started
• Settings