How to Add an Administrator to Your IZI Club

How to Add an Administrator to Your IZI Gaming Club

To add a staff member in IZI, do three things: open Users in your organization settings, fill in the form with the person’s email, phone number, and role, optionally limit their access to specific clubs, then save. The system immediately sends an invitation email; once the staff member accepts it, their status changes from Pending to Confirmed. The whole process takes under two minutes.

From a business perspective this matters because every employee needs the narrowest access that lets them do their job — an operator on the floor does not need to see payroll or club-wide analytics. IZI’s role and club-scoping system lets you enforce that boundary at the CRM level rather than relying on trust.

Before You Start

You need an account with the User and role management permission. In IZI that permission is included in the built-in Administrator role and in any custom role with full access enabled. If you do not see the Add button in the Users table, ask your organization owner to extend your permissions.

Prepare in advance:

• The staff member’s email address — this is where the invitation goes.
• Their phone number in international format (for example, +1 555 000 1234).
• A clear idea of which role and which clubs to assign.

Step 1. Open the Users Section

In the left-hand CRM menu, go to your organization settings. You will find two sub-sections: Users (the staff list) and Roles (the permission sets). Open Users.

The table shows columns: Email, Name, Phone, Status, Roles, Clubs. Both confirmed staff and people who have not yet accepted an invitation appear here.

Step 2. Click Add

The Add button is in the top-right corner of the table. Clicking it opens the New user modal with two sections.

Basic information

• Email — required. This is where the invitation is sent. Standard format: user@example.com.
• Phone — required. Use international format: +1 555 000 1234.

Role assignments

This section controls what the staff member can do in the system.

• Role — a dropdown. You can select the built-in Administrator role or any custom role you have created. For instructions on building a role with the exact permissions you need, see How to configure roles.
• Clubs (optional) — if you leave this blank, the assignment applies at the organization level (the staff member can see all clubs). Select specific clubs to scope access to those clubs only.

A hint beneath the clubs field reads: “If no clubs are selected, access will be at the organization level only.”

You can add multiple role assignments by clicking Add again — for example, an Administrator role for the whole network and a Cashier role limited to one new location.

Step 3. Save

Click Save. The system creates the user account instantly and sends the invitation. A new row appears in the table with status Pending — this is how IZI shows anyone who has not yet activated their account.

As soon as the staff member follows the link in the email and completes registration, the status changes to Confirmed.

What to Do If the Invitation Did Not Arrive

If the staff member did not receive the email, find their row in the table (status: Pending), open the row action menu, and select Resend invitation. You can do this as many times as needed.

Before resending, ask the staff member to check their spam folder — invitation emails from IZI occasionally land there on first delivery.

The Built-in Administrator Role

IZI ships with a built-in Administrator role (marked System in the Roles table). It carries full access to every permission across the organization and all clubs:

Permission group	What it covers
Club administration	Floor, orders, bar, clients and groups
Analytics	All analytical reports
Financial operations	Cash operations, refunds
Club settings	Tariffs, zones, devices
User and role management	Creating and removing staff, editing roles
Club creation	Adding new locations to the network

If you need narrower access — only the floor without financials, or only one club in a multi-location network — create a custom role. The built-in Administrator role cannot be edited directly, but you can copy it as a starting point for a new role.

For guidance on structuring permissions by job title, see the article on team roles and positions.

Common Mistakes When Adding a Staff Member

No clubs selected — staff member sees the whole organization. This is expected behavior: the Clubs field is optional, and leaving it blank means organization-level access. If you want to restrict visibility, explicitly choose clubs when assigning the role.

Staff member cannot log in with a password. On first addition the account is not yet activated — the staff member must follow the invitation link and set a password. Password login is not possible before that step.

Error “At least one role must be assigned”. The role assignment section is mandatory. Choose a role before saving, even if the staff member will not start work immediately.

How to Remove a Staff Member from the Organization

In the Users table, find the staff member, open the action menu on their row, and select Delete. A confirmation prompt appears: “The user will be removed from the organization. This action cannot be undone.” After deletion the staff member immediately loses access to all clubs in the organization.

If you only need to change permissions without removing the person entirely, click the staff member’s row, choose Edit, and update the role assignments.

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After adding an administrator, the natural next step is to walk them through opening and closing a shift. Full instructions are in How to open a shift.