Settings & users
Users and roles
Invite your team, choose what each role can do, and set staff PINs for the POS.
Inviting users
Go to Settings → Users & roles and press Add user:
- Enter their Name, Email, and optionally a Phone.
- Optionally set a POS PIN — 4 to 8 digits — so they can identify themselves on shared POS devices.
- Choose which Locations they belong to: all locations, or tick specific ones.
- Pick their Role — and if someone wears different hats at different sites, you can assign a different role per location (e.g. manager at the city store, staff at the beach store).
Mavos then emails them an invitation. It comes from Mavos, is titled with your name and your business ("Blake invited you to join Salt House on Mavos"), and lists the business, who invited them, their role, their locations and which parts of Mavos they'll have access to, so it doesn't look like something to ignore. You never set anyone's password: people always choose their own, so nobody at your business — including you — can sign in as somebody else.
What happens next depends on whether that email address already uses Mavos.
If the address is new to Mavos, they join your team straight away and get an email with a link to choose a password. If you gave them a PIN it works on the POS immediately, so you can take someone on at four o'clock and have them on the register at five. Until they've chosen a password the user list shows them as Not signed in yet.
If the address already has a Mavos account — because they work at another business that uses Mavos, or had an account before — they have to accept your invitation first, and nobody can be added to your business without agreeing to it. They appear in the user list as a pending invitation rather than a team member, and you can Resend the email or Cancel the invitation from there. Their PIN can't be set until they accept, so add it once they've joined.
The user list shows everyone's role, locations and whether they have a PIN set, along with any invitations still waiting. You can edit, remove, or update anyone from here at any time.
Adding someone from the Staffing module's Employees page, or asking its AI copilot to add them, works the same way and creates the same login and team membership as Add user here. Every employee is a POS user, so there is no way to create an employee record without one. If they need to accept an invitation first, their employment details are saved straight away and they show as Invited on the Employees page until they do.
Removing a user
Press the bin icon next to a user to remove them. They lose access to this company straight away, but their login itself is not deleted, so you can add them back later.
If you use the Staffing module, their employee record stays on the Employees page with no linked login, so rosters, timesheets and pay history are kept. Removing someone from the team is not the same as ending their employment: when they actually leave, mark them Terminated on the Employees page.
If you add the same person back later, they are reconnected to their existing employee record rather than getting a duplicate. If they had been marked Terminated, adding them back makes them Active again.
What each role can do
| Role | In plain language |
|---|---|
| Owner | Everything. Billing-level control, all settings, all locations, plus owner/admin-only areas like the company audit log. |
| Admin | Same day-to-day powers as the owner: manage users, integrations, AI tools, and all settings. |
| Manager | Runs the business day to day — products, orders, refunds, discounts, bookings, reports, and most settings. Can't manage the company audit log or other users' security. |
| Staff | Works the floor — sign in to the POS, take orders and payments, manage devices, and edit their own account. No access to business settings or reports. |
A few specifics worth knowing:
- Refunds, voids, and comps at the POS can require a manager: when a staff member tries one, the screen asks for a manager's PIN to approve it on the spot.
- AI Chats and the AI assistants are available to owners and admins only.
- The company audit log (security-sensitive history like API keys and integration changes) is owner/admin only — managers see the per-location order audit log instead.
People who work at more than one business
One login can belong to several businesses on Mavos. Someone might be a manager at your venue and staff at another, and they choose which one they are working in from the business switcher.
When that is the case, their Name, Email and Phone belong to them rather than to you, so those fields are read-only in the user dialog and they change them under Settings → My account. Everything that is genuinely yours to decide is unchanged: their role, locations, POS PIN, permissions, module access, and removing them from your team.
If one of them is locked out, Send password reset still works — it emails a link to them, so it is safe no matter how many businesses they work at.
See Joining another business for how this looks from their side.
Per-location roles
When adding or editing a user, assign roles per location instead of one global role. This keeps multi-site teams tidy: your area manager can be a manager everywhere, while a shift lead is manager at one site and staff elsewhere. See Locations for how locations work.
Staff PINs for the POS
PINs identify who is doing what on shared tills:
- Staff enter their PIN to act on the POS, so sales, refunds, and voids are attributed to the right person in the Staff activity report.
- Managers approve overrides (refunds, voids, comps) by entering their own PIN on the staff member's screen.
- PINs are 4–8 digits, set when creating the user or any time after by editing them. Each person can also change their own PIN under Settings → My account.
- Managers and above are periodically prompted to rotate their PIN — a gentle banner, not a lockout.
Fine-grained permissions
Beyond roles, individual toggles let you tailor what someone can do — for example Modify orders (POS) (whether they can edit placed orders) and Manage devices (whether they can pair and configure kiosks and tills). Set these in the same user dialog.
Signing in and switching accounts
Staff sign-in, at the top of the Mavos website, is where you and your team log in to run the business.
Mavos uses one login per person, and the same login can be a customer of a venue as well as a member of staff. If you are already signed in — as a customer, or with a different work account — Staff sign-in tells you which account you are using and offers two choices: carry on with it, or enter another email and password to switch. Signing in with the other account replaces the first one; you do not have to sign out first.
If you sign in with an account that isn't part of any business on Mavos, you'll be told so and offered Sign out / switch account, which takes you back to the sign-in screen to try the right one.
Forgotten passwords
Anyone can reset their own password without waiting for an administrator. On Staff sign-in, choose Forgot password?, enter the email address you sign in with, and Mavos emails you a link to choose a new one. The link can only be used once — if you asked more than one time, open the most recent email. You stay signed in on that device once the new password is set.
For your security the confirmation is the same whether or not the address has an account, so double-check you used the right email if nothing arrives — and look in your spam folder before trying again.
Owners and admins can still send a reset to a team member from the user list, which is useful when someone no longer has access to the inbox on file. That is the only way to help someone with their password: nobody can set one on another person's behalf, and the link always goes to the person's own address rather than to whoever sent it.
If two-factor authentication is switched on for the account, you'll still be asked for your authenticator code after resetting the password. A password reset on its own doesn't get anyone past two-factor.
Account security
Owners, admins, and managers must set up two-factor authentication within 14 days of being added. After that window, every Mavos app they use — not only this one — sends them straight to My account to finish setting it up before they can do anything else. Staff accounts aren't required to enrol. See Company settings for the enrolment steps.
When two-factor authentication is on, the point of sale, Forms, Wiki, Staffing, Automations, Marketing and Stock all ask for your code once per sign-in — not only the POS. That includes staff who turned it on themselves. Enter it once and you carry on wherever you were headed. The Website area is the one exception for staff: there, only owners, admins and managers are asked.
If a team member loses access to their authenticator app, an owner or admin can reset their two-factor sign-in from the user list so they can re-enrol.