Team and Permissions

This guide explains how to add team members to your WineView account, assign roles, and control what each person can see and do across your business.

Team Management Overview

Navigate to Team in the sidebar (under Business Management) to manage your team.

The page title is Team Management with the subtitle "Manage your team members, roles, and permissions."

Your WineView business has one owner who has full, unrestricted access to everything. Beyond the owner, you can invite additional team members — tasting room staff, fulfillment managers, marketing coordinators, or anyone else who helps run your wine club.

Each team member is assigned one or more roles that determine their level of access. You create the roles, choose the permissions, and decide whether access applies everywhere or only at specific locations.

Owner Privileges

The business owner automatically has full access to every feature, every page, and every location. This cannot be limited or changed. The owner does not need a role assigned — they always have complete control, including access to billing, reports, and the ability to manage all team members.

The Team Page

The Team page has four tabs: Team Members | Invitations | Roles | Staff

Only tabs you have permission for are shown:

Team Members and Invitations tabs require the Manage Team Members permission.
Roles tab requires the Manage Roles permission.
Staff tab requires the Manage Team Members permission.

On mobile, the tab strip is replaced by a dropdown selector that shows the active tab name.

Each tab has a header action button at the top right:

On the Team Members or Invitations tab: Invite Member button (Plus icon)
On the Roles tab: Create Role button (Plus icon)
On the Staff tab: Add Staff button (Plus icon)

Team Members Tab

Shows all active team members in a table with these columns:

Column	What It Shows
Member	Name, email, and active status dot
Role Assignments	Badges showing assigned roles (owner badge for the owner)
Joined	Date the member joined

Each non-owner row has an Actions menu (three-dot icon) with:

Manage Roles — opens the role assignment sidebar (requires Manage Team Members permission)
Deactivate — deactivates the team member, revoking access immediately (owner only)

Below the active members table, if any members have been deactivated, an Inactive Members section appears as a card with the title Inactive Members and the subtitle "Members who have been deactivated." Each inactive member row shows:

Member — name, email, and inactive status dot
Role Assignments — previously assigned roles
Reactivate button — restores access (owner only)

Invitations Tab

Shows all pending and expired invitations in a table with these columns:

Column	What It Shows
Email	The invitee's email address, with a status dot (green for Pending, gray for Expired)
Role Assignments	Badges showing the roles that will be assigned when the invitation is accepted
Sent	The date the invitation was sent
Expires	The date the invitation link expires

Status badges:

Pending — The invitation has been sent but not yet accepted (green dot)
Expired — The invitation link is no longer valid (gray dot)

Each row has an Actions menu (three-dot icon) with:

Resend — sends the invitation email again
Cancel — cancels the invitation (only shown if the invitation has not expired)

Roles Tab

Shows all custom roles in a table with these columns:

Column	What It Shows
Role Name	The role name with an active/inactive status dot
Description	A short description of the role
Permissions	Count of permissions assigned (e.g., "5 permissions")
Members	Number of active members assigned to this role
Created	Date the role was created

Each row has an Actions menu (three-dot icon) with:

Edit Role — opens the role editing sidebar
Delete Role — permanently removes the role (only shown if zero members are assigned)

Clicking any role row also opens the role editing sidebar.

Staff Tab

Shows all staff members in a table with these columns:

Column	What It Shows
Name	Staff member's name
Title	Their job title
Added	Date they were added

Each row has an Actions menu (three-dot icon) with:

Edit — opens the staff editing sidebar
Deactivate — deactivates the staff member so they no longer appear in dropdowns

Clicking any staff row also opens the editing sidebar.

Inviting Team Members

You invite team members via email from the Team page. Here is how the process works:

How to Invite a Team Member

Go to Team in the sidebar (under Business Management).
On the Team Members or Invitations tab, click the Invite Member button (Plus icon) at the top right.
A sidebar opens on the right — enter the person's email address.
Select one or more role assignments. For each role, choose whether it applies to all locations or only specific ones.
Click send — the person receives an email invitation.
They click the link in the email, create a new WineView account (or sign in with an existing one), and are added to your team.

Invitation Details

Each invitation includes a unique token link tied to that specific person and role assignment.
Invitations have an expiration date — if the link expires before the person accepts, you will need to send a new one.
You can view all invitations from the Invitations tab, including their current status.

Roles and Permissions

WineView does NOT use fixed roles like "Admin" or "Manager." Instead, you create custom roles that bundle whatever permissions you need. Owners have ALL privileges automatically. Non-owners get the combined (union) permissions of every role assigned to them. Roles can be scoped to specific locations.

How to Create a Custom Role

Go to Team in the sidebar.
Click the Roles tab.
Click the Create Role button (Plus icon) at the top right.
A sidebar opens on the right — enter a role name (e.g., "Tasting Room Staff", "Fulfillment Manager").
Toggle individual permissions on or off — permissions are grouped by category (see list below).
Click Save.

You can edit or delete roles at any time. Changes to a role affect everyone assigned to it immediately.

How Role Assignments Work

When you invite someone or edit an existing team member, you assign them one or more roles. If a person has multiple roles, their access is additive — they get the combined permissions of every role they hold. For example, if Role A allows viewing orders and Role B allows managing fulfillment, a team member with both roles can do both.

Available Permissions

Here is the full list of permissions you can include in a role, organized by category:

Business Group Management

Manage Group Settings — Edit business configuration and preferences
Manage Team Members — Invite, edit, and remove team members
View Staff — View the team member list and their assigned roles (read-only)
Manage Roles — Create, edit, and delete roles
Manage Locations — Add and configure business locations
Manage Shipping — Edit shipping states, carriers, and shipping settings
Manage Integrations — Connect and configure integrations (POS, shipping providers)
Delete Location — Remove a location from the business group

Listings

View Listings — See all wine club listings
Create Listings — Create new wine club offerings
Edit Listings — Modify existing listings
Delete Listings — Remove listings
Publish Listings — Make listings visible and available for members to join

Inventory

View Inventory — See wine inventory and stock levels
Manage Inventory — Add, edit, and adjust inventory items
Sync Inventory — Trigger inventory syncs with connected POS systems

Orders

Process Orders — Handle incoming orders
Manage Fulfillment — Manage the fulfillment pipeline, generate labels, and update order statuses

Analytics

View Analytics — Access dashboards and performance reports
Export Data — Download reports and data exports

Financial

View Financial — See payment and revenue information
Manage Billing — Handle billing settings and payment configurations
View Revenue — Access revenue metrics and financial summaries
Issue Refunds — Refund payments through the Transaction Detail Sidebar, the ecommerce order footer, and the member fulfillment sidebar (full and partial refunds, Stripe-processed)

Customers

View Customers — See member profiles and membership details
Manage Customer Notes — Add and edit notes on member profiles

Rewards

View Rewards — See all rewards and discounts
Create Rewards — Set up new member rewards
Edit Rewards — Modify existing rewards
Delete Rewards — Remove rewards
Manage Member Rewards — Assign and manage rewards on individual member accounts

Communication

Test Emails — Send test versions of email templates to verify content and formatting

CRM

View CRM — Access the customer relationship management tools
Manage CRM — Add, edit, and organize CRM contacts and activities

Staff Attribution

Change Member Attribution — Reassign which staff member is credited as the source/recruiter on a member record. Used to track sales and referrals.

Location-Scoped Roles

When you assign a role to a team member, you can restrict it to specific locations. This is especially useful for multi-location businesses where staff only work at certain tasting rooms, production facilities, or retail locations.

How Location Scoping Works

Group-wide: If you do not specify any locations when assigning a role, the role applies to all locations in your business — including any locations you add in the future.
Location-specific: If you select one or more locations, the role only applies at those locations. The team member can only use those permissions in the context of the selected locations.

Examples

A tasting room associate at your downtown location gets the "Tasting Room Staff" role scoped to just that location. They can process orders and manage rewards there, but cannot see or affect anything at your other locations.
Your fulfillment manager gets a "Fulfillment Manager" role applied group-wide, so they can manage shipping and fulfillment across every location.
A regional manager overseeing two of your five locations gets their role scoped to just those two.

Managing Your Team

How to Edit Team Member Roles

Go to Team in the sidebar.
On the Team Members tab, find the team member.
Click the three-dot menu on their row.
Click Manage Roles.
A sidebar opens where you can add new roles, remove existing ones, or change the location scope of their assignments.
Changes take effect immediately.

How to Deactivate a Team Member

Go to Team in the sidebar.
On the Team Members tab, find the team member.
Click the three-dot menu on their row.
Click Deactivate (owner only).
Confirm in the dialog — the member loses access immediately and can no longer sign in to your WineView account.
Their past activity and history remain in the system.

How to Reactivate a Team Member

Scroll down to the Inactive Members section on the Team Members tab.
Click the Reactivate button on the member's row (owner only).
The member regains access with their previous role assignments.

How to Add a Staff Member

Go to Team in the sidebar.
Click the Staff tab.
Click the Add Staff button (Plus icon) at the top right.
A sidebar opens on the right — enter the staff member's name and title.
Click Save.

Staff members are used to track who added members (e.g., "Added by Sarah" on a member's profile) and for attribution in activity logs. Staff members do not have login access — for that, invite a team member instead.

How to Edit a Staff Member

Go to Team in the sidebar.
Click the Staff tab.
Click the staff member's row, or click the three-dot menu and select Edit.
A sidebar opens with the staff member's name and title pre-filled.
Make your changes and click Save.

How to Deactivate a Staff Member

Go to Team in the sidebar.
Click the Staff tab.
Click the three-dot menu on the staff member's row.
Click Deactivate.
The staff member no longer appears in staff dropdowns across the app.

How to Resend an Invitation

Go to Team in the sidebar.
Click the Invitations tab.
Find the invitation in the table.
Click the three-dot menu on its row.
Click Resend.
A new invitation email is sent to the same address.

How to Cancel an Invitation

Go to Team in the sidebar.
Click the Invitations tab.
Find the pending invitation in the table.
Click the three-dot menu on its row.
Click Cancel (only shown if the invitation has not expired).
The invitation link is invalidated.

How to Edit a Role

Go to Team in the sidebar.
Click the Roles tab.
Click the role's row in the table, or click the three-dot menu and select Edit Role.
A sidebar opens with the role name and toggled permissions.
Make your changes and click Save.
All team members assigned to this role are affected immediately.

How to Delete a Role

Go to Team in the sidebar.
Click the Roles tab.
Click the three-dot menu on the role's row.
Click Delete Role (only shown if zero members are assigned to the role).
Confirm the deletion. The role is permanently removed.

How Permissions Appear in the App

Team members only see what their permissions allow:

Sidebar navigation — Menu items are shown or hidden based on permissions. If someone does not have access to a section, they will not see it in the sidebar. Entire sections are hidden if none of their items are visible.
Page access — If a team member tries to navigate to a page outside their permissions, they are restricted from viewing it.
Buttons and actions — Actions like editing, deleting, or processing are enabled or disabled based on permissions. A team member with view-only access will not see action buttons for things they cannot do.
Dashboard metrics — Metric tiles on the dashboard (Active Members, MRR, Monthly Revenue, Available Balance) are shown or hidden depending on whether the team member has the relevant View Customers, View Revenue, or View Financial permissions.