HR and Staff access

HR overview (`/dashboard/hr`)Team

The HR sidebar item opens a read-only summary hub, separate from the team-management page. It shows current headcount by department plus probation dates, recent starters, missing employment records, missing Work documents and this month's work anniversaries. Metric links open filtered people lists; person names link to the existing HR detail route. HR sees all current staff. Managers see only their direct reports; they do not see the missing-employment count because a manager relationship requires an employment record. Current headcount includes active and suspended staff and excludes removed staff. Dates use the account's CRM timezone. The page never shows emergency contacts, private document details, identity, medical or pay information.

Staff management: everyone who works in this account, their Access (Owner, Admin, or their preset Roles), Status, and "Last active". Requires Manage staff (who has it: Owner, Admin, Manager).

Managers manage staff too (since 2026-11-02)Team

The Manager role can use Settings > Staff access: invite people, change their roles, suspend, restore and remove them, and cancel or renew invites. A Manager is held to what they hold themselves:

• They can give only roles that are no wider than their own. The role list on the Add staff and Edit forms shows only those roles. For example a Manager can give Customer care, Follow-up, the closers, Logistics, Inventory, Retention, Data analyst, Media buyer and Viewer, but not Accountant or HR (those hold money, payroll or people-records powers a Manager lacks), and not Web designer or Operations (they need page-building access).
• They can change, suspend or remove only staff whose access is no wider than theirs. A Manager cannot edit an Accountant or an HR person, cannot touch the owner or any admin, and cannot edit themselves.
• They can never make someone an admin or an owner (only the owner makes an admin), and they cannot make another Manager or change, suspend or remove one: Managers are made and unmade by the owner or an admin.
• A Manager sees the whole team list (names, emails and pending invites of the owner and admins too), not only their own direct reports. HR employment records still show a Manager only their own direct reports.
• Everything a Manager does here is written to the Activity page under their name, and a change a Manager is refused is written there too ("Change refused"). If a Manager asks why a person or a role is missing from their list, this is the reason; the owner or an admin can do it for them.

The list pageTeam

• A table of current staff: Name (with a "You" badge on the signed-in user), Access, Status ("active"/"suspended", badge-styled), Last active (the exact time in your shop's timezone: "Today 13:42", "Yesterday 18:05", or "22 Oct 2026, 13:42"; "Never" if they haven't signed in; accurate to about 15 minutes), and a Manage column with an "Edit" link (only shown when the signed-in actor can manage that person — you can't edit yourself, an admin can't edit another admin/the owner, only the owner can edit admins).
• Above the table: the seat line — "N of M staff seats used (pending invites included, the owner not counted)" when the plan has a cap, or "Your plan includes unlimited staff seats." when max_staff is 0. If the plan doesn't include staff at all: "Your plan doesn't include staff accounts." with a "See plans" link (owner only).
• Search and filters — a box above the table, the same for the owner, admins and Managers. Search finds a person by name, email or phone (a phone matches on its digits, so "803 123" finds "+234 803 123 4567"; a search needs at least 3 digits to be read as a phone). The filters are Role (anyone holding that role), Department (from the employment record), Status (Active, Suspended or Invited) and Access level (Owner, Admin or Member). They add up. Press Apply; the choice stays in the page address, so a filtered view can be bookmarked or shared and a refresh keeps it. Clear shows everyone again, and "Showing N of M" says how many match. Pending invites follow the same search, the Role and Access level choices, and show under Status "Invited" (an invite has no department yet, and is never Active or Suspended). Former staff are searched too, and are hidden when a Status or Access level is chosen.
• Online now — above the table: who is clocked in right now (the Clock in button in the top bar) and since when. The owner and admins are not listed.
• Pending invites section below the table: each invite shows name, email, its role summary, and its link state — "link expires <date>", "link expired — send a new one", or "link locked after too many wrong tries — send a new one" — plus "New link" and "Cancel invite" buttons.
• Former staff — a collapsed "Former staff (N)" details section for removed people; they keep their name on past orders and in the audit trail but cannot sign in.
• If the staff database migration hasn't run yet, the page shows a plain notice instead of the table ("Staff accounts are waiting on a database update").

Someone's name or pictureTeam

A person's name and picture are their own: nobody in the business can edit them, on this page or anywhere else. If a name isn't suitable, the owner or an admin can open the person's page and press Ask them to check their name. They get a note in the bell (one a day at most) and the request is written to the Activity page. A Manager doesn't have this button.

/dashboard/settings/team/new — Add staffTeam

Reached via the "Add staff" button (greyed out and unclickable when no seat is free). A form: First name (required), Last name, Email (required), Phone (optional), Job title (optional), an Access choice (Staff vs Admin — the Admin option only shows to the owner, since only the owner can make someone an admin), the Roles checklist below (only for "Staff" access — an admin doesn't pick roles, they get everything except billing), and a "Gets new work automatically" switch (on by default) that appears once their roles are picked and says what they would get: "New website orders are shared out to them." for a Website closer (only a Website closer is dealt website orders; a Manager or Operations (view) can still assign an order by hand, to themselves too, and take orders by phone), "New WhatsApp chats are shared out to them." for a WhatsApp closer, both lines for someone who is both. A WhatsApp closer alone is never dealt website orders, and Follow-up alone is not a closer. For a role that is not given work automatically (Accountant, Logistics, Inventory, Customer care, Retention, HR, Follow-up and so on) there is no switch, only "This role isn't given work automatically." Turn it off to give someone work only by hand; they can still enter orders they take by phone or message. Submit is "Send invite". On success the page shows the one-time invite link (shown once only — only a hash is stored) with "Copy link" and "Share on WhatsApp" buttons, "Back to Staff", and "Add another"; the link works once and expires after 7 days.

The invitation email is from your business, not from Lazycom. It arrives from "<Your business> via Lazycom" with the subject "<Your business> invited you to join their team", says "<Your business> has invited you to join their team" and who sent it, and its small footer line says "You're receiving this email because <Your business> invited you." The business name shown is the name you gave your business when you signed up; if that is only your own name, the shop's brand name is used instead (your shop's subdomain if it has no brand name). You can change the wording yourself under Email templates (the staff invitation email).

When the person you invite already has a Lazycom loginTeam

A person can work in more than one business with one login. If the email you invite already has a Lazycom login (they work in another business), you do nothing differently: invite them as usual. They also get a note on the bell, whichever of their businesses they have open, saying "<your business> invited you to join" (your business name only, nothing about the role or who invited them). Opening it takes them to the same Join <your business> page, no email link needed. The note belongs to their login, so it is never stored in the other business and that business sees nothing of it. Only they see it, and only when their login can actually join (an Owner's login cannot, so no note is sent to it). The note disappears once the invite is used, cancelled or expired. The email still goes out as usual. What they see when they open the link:

• Not signed in: the usual form, and below it "Already have a Lazycom login?" with the button Sign in to add this business. They sign in and come straight back to the invite.
• Signed in with the invited address: a page titled Join <your business> that says what access they get and "There is no new password", with a tick box Open <your business> now (on by default) and the button Join <your business>.
• Signed in with a different address: "This invite is for <the invited email>. Sign out, sign in with that address, then open the invite link again." What joining does: they get their own record in your business, with the job title, work phone and roles you typed on the invite. Their name, picture and personal phone are their own and come with them: the same in every business, and only they can change them. So the name you typed is only used for someone with no Lazycom login yet. The pending invite shows the name you typed until it is accepted, and after that the list shows their own name, which can be different. Before joining they see "You will appear as <their name>". Their role, pay and documents in the other business stay there, and that business sees nothing of yours. They keep the password they already have. They take one of your staff seats, like anyone else, and the link still works once and expires after 7 days. Removing or suspending them in your business changes only your business: they keep working in the others. What stops it, in the person's own words on the page: their email is not confirmed yet ("Confirm your email address first, then open this invite again."); the invite was sent to a different address; they already work in your business ("You already work in this business."); or the email runs its own business on Lazycom ("A business owner's login can't also join another business. Ask them to invite a different email."): an Owner needs a different address to join as staff somewhere else.

A staff member's page (/dashboard/settings/team/[userId])Team

Edit their Job title, Phone, Access/Roles (same form as Add staff, pre-filled), and the "Gets new work automatically" switch — "Save changes" to submit. "Most website orders per day" (a limit on how many website orders are shared out to them in a day; orders you assign by hand count but are never blocked) shows only for someone who is dealt website orders. Below that, an Access section with two separate confirm-gated actions:

• Suspend / Restore access — suspending signs them out and blocks sign-in without deleting anything or freeing their seat; restoring lets them sign in again with their existing password.
• Remove from staff — permanent: they're signed out, their login stops working, and their chats return to the unassigned queue. Orders and history still show their name. Bringing them back means inviting them again (a new invite, not a restore). When the signed-in actor can't manage that person, the page shows why instead of the forms (own account, the owner, or an admin trying to edit another admin) plus their current role list, read-only.

Roles you can addTeam

Every account has exactly one Owner and any number of Admins (both can do everything except what's owner-only, like billing). Below that, a staff member holds one or more of these preset roles from the Roles checklist (their access is the union of every role they hold):

• Manager — runs the business day to day: orders, products, customers, marketing, inbox and reports, and sets bonus rules for the team (Payroll > Bonus rules only: no one's pay, no payroll runs). No billing, settings or staff management. Looks at (never edits) the employment records and work documents of their own direct reports.
• Accountant — sees revenue and every order's money (the money view: the reference, date, items and amounts, payment, receipt, refunds and the customer's name, but never the customer's phone, email, address, notes or checkout answers), confirms that money was received, records refunds and marks an order paid (since 2026-10-22 these money decisions are the Accountant's, the owner's and the admin's only: the Manager and Logistics no longer have them), records and approves expenses, runs payroll, and reads the audit trail. It has no Logistics, Couriers & agents or Stock pages (since 2026-11-03; product costs are in Accounting). In Ads it can look at the figures (Overview, Spend, Campaigns, Performance, Projection, Fatigue) but has no UTM builder, Import, Settings, Creatives, Audiences or Angles.
• Inventory (this team was called Operations until 2026-10-17) — keeps the stock and nothing else: receives stock from the factory, gives stock out to the delivery partners and takes it back, and counts it and records damage and loss. It can see the delivery agents but not change them or the shipping fees. It does not touch orders: assigning, confirming, packing and dispatching are for Operations, Logistics and the Manager. (Until 2026-10-20 this role also handled orders; anyone who held only this role now lands on the Inventory page.) It can also manage products, but only when an owner, admin or manager switches that on (see "Letting Inventory manage products" below).
• Operations — looks at what every other team is doing (Calls to make, Follow-up, Orders, Customer Care, Logistics and Inventory, Marketing, Reports) to help decisions. It can edit orders (confirm, cancel, pack, dispatch, report delivered, failed or returned, and confirm that a reported delivery really happened) and assign orders to staff, and changes nothing else: not stock, not data (no exports or imports), not settings. It never sees Accounting, Payroll, the Wallet, Analytics or ad spend. It can read the WhatsApp closers' Inbox conversations, view only (it cannot reply, send, assign, tag or close them), together with the closer leaderboard and the orders each closer works.
• Assigning work — the lists staff pick from (closers for orders, reps for leads) do not show the owner, except to the owner themselves, who still sees their own name when they assign. If the owner is the only person who can take the work, for example in a one-person business, they stay on the list.
• Logistics — dispatches orders to delivery partners and records delivered/failed/returned parcels. Its menu is Orders, the Logistics area (Logistics, Delivery agents, Stock) and Delivery options. It has no Retention entry in the menu (removed 2026-11-03) and no Leaderboard. No Data menu: it holds no Reports permission, only the one report it uses, the Logistics summary (a link on the Logistics page, with a CSV). No Calls to make or Follow-up (those are for the people who work them).
• Follow-up — works the orders that did not reach the customer: unfinished payments, orders waiting too long, failed deliveries, and cancelled or returned orders, plus the orders it won back itself until they are delivered. It never sees a delivered order (unless it won it back and it is not delivered yet), the Retention list, reports or exports, and not the orders other people are still working. Can hand an order over or back, close it as lost and prepare a payment link to send the customer, confirm or cancel what it sees and log call outcomes. Cannot mark an order paid or refund it. It is never dealt new website orders automatically, is not offered as a closer when an order is handed over, and is left off the closer leaderboard. Someone who has both Follow-up and Calls to make sees only the orders assigned to them, on every list, as a closer does.
• Retention — looks at who bought, who bought again and who is due to buy again, to bring customers back. Sees customers, their orders, what they spent and the money received or waiting on the Retention page, and can add order notes. Cannot change an order, mark one paid or refund it. (The Retention page is closed to the Media buyer and Viewer roles.)
• Customer care — answers customers in the Inbox, looks after the contacts and their tags, and works from the Inbox and the Delivered orders list (where it can leave the customer's feedback on an order, which also shows on the customer); it has no leads list and no lead alerts. In the Inbox sees only the chats assigned to them and the new chats of the Customer care department (add each person to that department in Inbox settings), not the sales closers' chats. Is told (a bell notification) when an order is delivered, and has a "Delivered orders" page in the menu: a read-only list of delivered orders only, with the order code, the delivery day, what was bought and the customer's name, email and phone, so they can reach out. It shows no amounts or payment details and none of the Orders pages open for them. Can open the Retention list, which shows what each customer has spent. Does not change orders, mark them paid or refund them.
• Data analyst — looks at the figures and changes nothing (since 2026-11-03): the Data menu (Growth, Analytics, Reports) and the Ads data pages (Overview, Spend, Campaigns, Performance, Projection, Fatigue). It cannot take or assign an order and sees no order, lead or customer lists, no accounting, stock or logistics, and no UTM builder, Import, Settings, Creatives, Audiences or Angles in Ads. Reports that list every order (sales by channel, follow-up orders delivered, retention and the operations ones) are not theirs.
• Website closer (and the WhatsApp closer, who also answers chats and raises orders in their own name) — can mark Customer confirmed and Dispatched, not pack, deliver, fail, return, mark paid or refund. Calls customers to confirm the orders assigned to them, and types in orders taken by phone. Sees only their own assigned orders.
• WhatsApp closer — answers the chats assigned to them and turns qualified leads into orders in their own name. Sees only their own assigned conversations. Orders are never handed to a WhatsApp closer automatically: they only get orders someone types in for them or that they raise themselves from a chat. (Chats can still be routed to them if you switch on chat routing in Orders settings.)
• Media buyer — runs their own campaigns: enters their own ad spend and sees their own campaigns and creatives, never another media buyer's work. On its own the role opens no analytics, reports, inbox, settings, payroll or wallet. Roles add up: a person with a media buyer role AND another role (Data analyst, closer, Customer care, Manager ...) sees what that other role shows, and only their ad spend stays limited to their own campaigns (a Data analyst who is also a media buyer reads all ad spend, and can change only their own campaigns). Open a media buyer under Team to choose their type: External (an agency or freelancer, the default): their ad pixel gets no customer email or phone and their My orders page shows no product costs, unless you switch them on; In-house (works for your business): their pixel may receive the customer's email and phone from their own orders and My orders shows what the goods cost, without a switch. Neither type ever sees who bought on the My orders page. A cost shows only for the buyer's own orders, never the rest of the shop; a role you also give them that already shows costs (Manager, Accountant) shows them whatever the switch says. For an External buyer you can switch on "Show this buyer my product costs" and "Show this buyer customer details" (their pixel may then receive the customer's email and phone) separately. These switches never change what another role you give them shows. Each change is written to the Activity page with who and when. Only the owner or an admin can change this.
• Web designer — builds pages and funnels, and manages media and templates.
• HR — keeps the people records: each person's employment details (department, manager, start date, employment type, probation, work location, emergency contact) and their private documents. Cannot invite people, change anyone's access or status, and sees no pay.
• Viewer — sees analytics and reports. Cannot change anything.

Letting Customer care or Follow-up type in ordersTeam

Customer care and Follow-up do not type in orders by default, and nothing changes until someone switches it on. The owner, an admin or a manager can switch it on in two places, and the two add up:

• For a whole role — on Settings > Staff, the card What each role may do has Customer care can type in orders and Follow-up can type in orders. Everyone who holds that role gets it, and loses it when you switch it off.
• For one person — on their own page under Typing in orders, Can type in orders. It is on top of their roles and of the role switch (if the role is already switched on, the page says so). It is not offered to the owner or an admin, who can already do it.

A person who can type in orders gets a Take an order button on their Delivered orders (Customer care) or Follow-up page and uses the same form as everyone: the prices come from the catalogue, the stock is held, and the order starts unpaid. They still cannot open, change, confirm, mark paid or refund any order, so after saving they are shown the order code. The order is not assigned to them (they are not a closer): it goes through the business's usual assignment. The order records who typed it in, and the Activity log shows who switched the capability on or off, for whom, and when.

The policing closer (who gets late work)Team

On a person's own page, under Late work, the switch Policing closer marks them as the person late orders are handed to (Orders > Pipeline settings > Overdue orders > A late order goes to). It gives no access by itself: the person must already be able to open orders or chats (the page tells you if not). You can mark several people and the one with the least on takes the next. Owners, admins and managers can be marked, and the daily limit does not apply to them. Someone who is away (not taking assignments) or suspended is skipped. The Activity log records who switched it on or off, for whom, and when. A policing closer earns nothing on the late orders they rescue: for orders created on or after 1 December 2026 the bonus goes to the closer who had the order first (unless that closer was no longer active when it moved). Their own orders pay as usual.

Letting Inventory manage productsTeam

The Inventory role keeps the stock and nothing else, and nothing changes until someone switches this on. The owner, an admin or a manager can switch it on in two places, and the two add up:

• For the whole Inventory role — on Settings > Staff, the card What each role may do has Inventory can manage products. Everyone who holds the Inventory role gets it, and loses it when you switch it off.
• For one person — on their own page under Managing products, Can manage products. It is on top of their roles and of the role switch (if the role is already switched on, the page says so). It is not offered to the owner or an admin, who can already do it, nor to someone whose roles already manage the catalogue (a manager, for example).

Switched on, the person can add a product, set its price, edit it, publish or unpublish it and delete it. They still cannot touch order bumps or shipping rates, which stay with the people who manage the catalogue and the delivery fees. The switch is per business, so it never reaches another shop. The Activity log shows who switched it on or off, for whom, and when. One person's two switches (typing in orders and managing products) are independent: turning one off leaves the other as it was.

Employment records and person documentsTeam

On a person's page (HR and Staff access/[userId]) there is an Employment section and a Documents section, alongside the access and status controls (which stay staff-management only):

• Employment covers job title (the same one their staff details show), department (picked from your list of departments, see below), manager (chosen by name), start date, employment type (Full time, Part time, Contract, Intern), probation end, work location, and an emergency contact (name, phone, how they know each other) kept private to HR and the account owner. No pay details live here — money is Payroll.
• Documents are private files about the person, in three kinds: Work — contract, qualifications (their manager can see these); Identity — ID, passport, right to work, visa; and Medical. A PDF, JPEG, PNG or WebP up to 4 MB. The category must be chosen when uploading, and HR can change it later. Each has one "share with them" checkbox, OFF until someone ticks it: documents stay private by default. Documents download as files; they never open inside a page. There is no way to delete a single document: files are kept with the account until the account itself is deleted (no fixed retention period), and only sharing can be changed.
• Who sees what: the owner, admins and the HR role see every record and every document and manage them. A Manager sees (never edits) their own direct reports — people whose employment record names them as manager — and among documents only Work ones; never the emergency contact, never Identity or Medical. Anyone else sees their own employment details and the documents shared with them on Profile. Reports and the assistant never surface these records.

People (`/dashboard/hr/people`)Team

Open HR > People to see everyone who works in the business with their picture, job title, department, employment type and start date, their manager, and whether they are active or suspended. Press a department name above the table to see just that department. HR, the owner and admins see everyone; a Manager sees only their own direct reports. Press a name to open the person: their employment details and documents are there. Changing someone's roles, suspending, removing and adding staff are not on this page: they are in Settings > Staff access (owner and admins).

Hiring (`/dashboard/hr/hiring`)Team

HR > Hiring is where the HR role invites a new person. You type their name and email, pick one or more everyday roles, and press Send invite: they get a link to set their own password (and you can copy the link or share it on WhatsApp). The roles on offer are Website closer, WhatsApp closer, Customer care, Follow-up, Retention and Inventory, always at staff level. HR cannot invite an admin or someone for any other role (Web designer, Accountant, Manager, Logistics, Operations, Data analyst, Viewer, Media buyer or HR itself): ask the owner or an admin for those, from Settings > Staff access. HR cannot change anyone's roles, suspend or remove anyone, or touch an invite the owner or an admin made; it can send a new link for, or cancel, the invites it made itself.

• The owner is told on the bell when HR sends an invite, and again when the person joins, with their name, email and role. If the owner does not know the person, they can suspend or remove them at once.
• An invite from HR is checked again when it is used: if the person who sent it has since been suspended, removed or lost the HR role, or the role is no longer one HR may give, the invite stops working and the new person is told to ask the owner for a new one.
• HR cannot bring back someone the owner removed or suspended, even by typing their old email: the message says "ask the owner". One HR person can send up to 20 invites a day.
• The owner and admins do not use this page: their Hiring link takes them to Settings > Staff access, where they can add anyone in any role.

Attendance (`/dashboard/hr/attendance`)Team

HR > Attendance is where the HR role (and the owner and admins) correct one person's day: pick the person, the day and what happened (Present, Late, Absent, On leave or Day off; Present and Late need the time they came in), add a note if you like, and press Save the day.

• If no pay run covers that day, it is saved at once.
• If the day is inside a pay run that is still open (a draft), HR cannot change it. The change goes to the accountant as a request ("Waiting for the accountant"), who applies it to that one person's line in the run or declines it. You see the answer in Changes sent to the accountant on the same page. A pay run cannot be approved while changes are waiting.
• If the pay run is approved or paid, the change is refused: "That pay period is closed. Ask the accountant."
• Nobody changes their own days here (ask the owner or an admin), and the days of someone who has been suspended or removed cannot be changed here.
• This page never shows what anyone is paid.
• The accountant sees these changes under Payroll > Attendance in Changes from HR, with the person's take-home before and after, and presses Apply or Decline (with a reason HR can read). The accountant cannot apply a change to their own day; the owner can.

Leave (`/dashboard/hr/leave`)Team

A person asks for leave from the Leave card on their Profile (or on HR > Leave): pick the kind (Annual, Sick, Unpaid or Other), the first and last day, and an optional reason. It waits for one approver: their manager, HR, an admin or the owner. Nobody approves their own leave.

• The approver opens HR > Leave, sees the requests waiting for them (a manager sees only the people who report to them; HR, admins and the owner see everyone's) and presses Approve or Decline with an optional note. A person can Withdraw a request that is still waiting.
• Approving marks the days as leave, but never overwrites a day the person worked, or was marked absent or late. If a day is inside a pay run that is still open, it goes to the accountant as a change to apply; if the pay run is already approved or paid, that day is skipped.
• Leave does not change pay by itself: payroll takes nothing off for leave, and "Unpaid" is a label, so tell the accountant when days should be unpaid.

Departments (`/dashboard/hr/departments`)Team

Your departments live in ONE list, managed by the owner, an admin or the HR role: open HR overview and press Manage departments.

• Add a department by typing its name. Two names that differ only by capital letters or spacing are the same department.
• Rename it in place; the new name shows everywhere at once (the employee page, the HR overview, the people table, "Your role").
• Archive a department you no longer use: it disappears from the list you pick from, and the people who already have it keep it. Bring back puts it in the list again.
• Delete is offered only for a department that has never been given to anyone. Once a department has been used it can only be archived.
• On a person's page, Department is a dropdown of this list. A department gives nobody any access: it is only a label and a headcount group.
• These are HR departments. The Inbox departments (for routing chats) are a separate list in Inbox settings.

Limits and plan gatingTeam

Adding staff at all requires the staff plan feature; the seat count is capped by max_staff (0 = unlimited). A pending invite holds a seat until it's accepted, cancelled, or expires. Requires Manage staff (who has it: Owner, Admin, Manager) to view or manage this section at all; only the owner can grant Admin access or edit another admin.

If a staff member opens a section the business's plan does not include (for example Stock, Accounting or Coupons on a plan without them), they see a plain page, "Your business's plan doesn't include ...", telling them to ask the owner to change the plan. Only the owner sees the plan page with the upgrade options.