Inviting and managing staff and roles

Pista works best when everyone on your team has their own login. Individual accounts mean accurate technician time tracking, a clean record of who authorized what, and the ability to assign jobs by name. This article covers inviting people, choosing roles, and keeping access tidy as your team changes.

Invite a team member

1. Go to Settings → Team.
2. Click Invite member.
3. Enter the person's email address and name.
4. Choose a role (see the table below).
5. If you run multiple locations, select which stores they can access.
6. Click Send invite.

They receive an email to set their own password. Until they accept, their status shows as Pending.

Tip: Use the email address each person actually checks. Invites that sit unaccepted are the number-one reason a new hire "can't log in" on their first day.

Choose the right role

Roles control what each person can see and do. Pick the lowest role that still lets someone do their job.

Role	Best for	Can do
Owner	You and partners	Everything, including billing, integrations, and deleting data
Manager	Shop or service managers	Everything except billing and account-level settings
Service Writer	Front-counter staff	Write ROs, send estimates, take payments, message customers
Technician	Techs in the bay	View assigned jobs, run inspections, log time, add findings

Technicians do not see pricing, totals, or customer payment details by default, which keeps the focus on the work.

Manage who works where

If you have more than one location, each member's access is set per store.

1. In Settings → Team, click a member's name.
2. Under Store access, check the stores they should reach.
3. A person with access to multiple stores uses the store switcher to move between them.

Change a role or reset access

People grow into new roles. To update someone:

1. Open their profile in Settings → Team.
2. Change the role or store access and save. The change takes effect immediately.
3. To force a fresh password, click Send password reset.

When someone leaves

Removing access promptly protects customer data and keeps your records clean.

1. Open the member in Settings → Team.
2. Click Deactivate. They can no longer log in, but their history, time logs, and the ROs they wrote stay intact for your records.
3. Only use Delete if the account was created in error and has no history attached.

Good to know: Deactivating frees up a seat on your plan. If you are hiring seasonally, deactivate departing staff so you are not paying for seats you no longer use. See Account and Billing for how seats are counted.

Next up: get familiar with where everything lives in Navigating the dashboard.