Adding Staff to IZI

Adding staff to IZI: quick start

Getting a staff member into the CRM takes three steps: enter their email, pick a role (a named set of permissions), and optionally specify which clubs they should access. IZI sends an invitation email; the employee clicks the link, sets a password, and is in. Until they click the link their row in the Users table shows a Pending status — it switches to Confirmed automatically after the first login. One user can hold multiple role assignments across different clubs: for instance, Administrator at two locations and a custom Analyst role at a third. Only users with the Manage users and roles permission can add or edit staff.

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Roles in IZI: one built-in, unlimited custom

IZI ships with a single built-in staff role — Administrator — which gives base club-level rights. Everything else is a custom role you create yourself: choose any name, pick the exact permissions needed, and optionally enable Full Access. This means if your club needs a Cashier, Shift Manager, or Analyst, you create a custom role with that name and configure it accordingly. Custom roles can be edited or deleted at any time (unless currently assigned to a user).

The organization Owner (the account that created the organization) has full control over everything. This is org ownership, not an assignable role — you cannot invite someone as “Owner”.

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Before you start

Make sure at least one role already exists in your organization. Roles live in Organization Settings → Roles. If there are none, the system will block saving a new user with the error “At least one role must be assigned.”

See Configuring roles for how to build the right permission set for each position.

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How to add a staff member: step by step

Step 1. Open user management

In the left-hand CRM menu go to Organization Settings → Users. You will see a table of all current employees with columns for email, name, phone, number of assigned roles, number of clubs, and status.

Step 2. Click Add

The button sits in the top-right corner of the page. A New User modal opens.

Step 3. Fill in basic information

In the Basic Information block complete the following fields:

Field	Required	Notes
Email	Yes	The invitation goes here
Phone	Yes	Contact number for the employee

Step 4. Assign a role

In the Role Assignments block click Add and pick a role from the dropdown. After selecting the role an optional Clubs selector appears.

• Choose specific clubs — the employee accesses only those clubs under this role.
• Leave the field empty — the employee gets organization-level access with no club attached.

You can add multiple assignments: click Add again, choose a different role, and pick a different set of clubs.

Step 5. Save

Click Save. IZI immediately sends an invitation to the email address you entered. The employee appears in the table with Pending status.

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Users table columns

Column	What it shows
Email	Login address and destination for invitations
Name	Filled in by the employee after registration
Phone	Contact number
Status	Pending — invite not yet accepted; Confirmed — account active
Roles	Number of role assignments
Clubs	Number of clubs the employee can access

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User statuses

Pending

The invitation was sent but the employee has not yet followed the link. If the email did not arrive, use Resend Invitation on the user row. The new email contains a fresh link.

Confirmed

The employee accepted the invitation and has logged in at least once. The account is fully active.

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Editing and deleting

To change a staff member’s roles or clubs, click their row in the table (provided you have permission to edit users). The same modal opens with the heading Edit User.

To remove an employee, click Delete on their row. The confirmation dialog reads: “The user will be removed from the organization. This action cannot be undone.” Access to all clubs is revoked immediately.

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Permissions: two levels

IZI organizes permissions into two layers:

Organization level — controls company-wide settings, user management, role management, and creating new clubs. These permissions apply regardless of any specific club.

Club level — covers day-to-day operations at a physical location. They are always tied to one or more specific clubs.

Club-level permissions are grouped into four areas:

Permission group	What it covers
Club administration	Floor, orders, bar, clients and groups
Analytics	Reports and club analytics data
Financial operations	Cash desk operations, transactions
Club settings	Tariff configuration, devices, and other parameters

The Full Access option on a role grants all organization-level and club-level permissions at once. Reserve it for staff who genuinely need unrestricted access to the entire system.

Read more about building permission sets in Configuring roles.

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Common errors when adding a staff member

“At least one role must be assigned” — either no roles exist in the organization yet, or you did not select a role in the form. Create a custom role in Organization Settings → Roles or pick the built-in Administrator role.

Employee did not receive the email — double-check the email address, then use Resend Invitation on the user row.

Cannot edit a user — your role lacks the Manage users and roles permission. Ask the organization owner to update your access.

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Next steps

Once staff are added, confirm that each role has the right permission set. Check Owner vs. Administrator: what is the difference for typical configurations in a gaming club context. If you are just getting started, the onboarding checklist walks you through the full setup sequence so nothing gets missed.