In Acenda Admin, Owners and Admins manage users by inviting teammates, assigning roles, and handling day-to-day user tasks. This article covers inviting teammates, what each role can do, and the tasks you'll use most — changing someone's role, resending an invite, resetting a teammate's 2FA, and removing a user who's left the company.
Everything here lives under ADMINISTRATION > Users in the left sidebar. Owners and Admins see two tabs there: Users (invite, edit, and remove people) and API Keys. Employees don't see the Users page.
Inviting a new user
Go to ADMINISTRATION > Users.
Click + Invite User in the top right.
In the Invite User panel, enter the person's Email Address and choose one User Role from the dropdown. Both fields are required. The dropdown lists Acenda's preset roles: Owner, Admin, and Employee. Only an Owner can invite someone as an Owner.
Click Invite User to send the invitation. The button stays disabled until both fields are filled in. (Click Cancel to close the panel without sending anything.)
The new row shows up in the Users table with a pending status until they accept. The invite email has a Create Account button, and the invite expires after 72 hours. The table shows each person's email, roles, status, last login, and IP address. Each status has its own row actions:
pending: Resend invite and Remove invite.
expired: Reactivate invite and Remove invite. Reactivating restarts the 72-hour clock.
active: Edit, Reset 2FA, and Remove user.
Tip: Only Owners and Admins can invite and manage users. Employees don't have access to user management, and the Users link doesn't appear in their sidebar.
Day-to-day user tasks
Changing a user's role. Click the pencil (Edit) icon on their row to open Edit User, update User Roles — a user can hold more than one — and click Save. The change applies to the store you're working in only. The same dialog has a Receives Daily Dashboard toggle; when it's on, you'll see daily_dashboard in that person's Roles column, but it isn't a role. You can't change your own role, and Admins can't change or remove Owners or make someone an Owner. To remove an Owner, contact Acenda Support. The pencil appears only on active rows.
Resending or cancelling an invite. While an invite is pending, click Resend invite on that row. If it's expired, click Reactivate invite instead. To cancel an invite, click Remove invite and confirm.
Resetting a teammate's 2FA. If a teammate loses their authenticator app or phone, click Reset 2FA on their row. They set up 2FA again the next time they sign in.
Removing a user. See Removing a user (or an employee's access) below.
Removing a user (or an employee's access)
When someone leaves your team or no longer needs access to Acenda Admin, remove them from your users list:
Go to ADMINISTRATION > Users.
Find the person's row in the Users table.
Click Remove user (the trash can icon) and confirm.
Their access is revoked right away. There's no separate "deactivate" step. If they never accepted their invite (the row says pending or expired), click Remove invite on that row instead.
Good to know:
You need the Owner or Admin role to remove users.
You can't remove yourself. Ask another Owner or Admin to do it.
Admins can't remove Owners. To remove an Owner, contact Acenda Support.
You can invite them again later with + Invite User if needed.
Roles are set per store. If the person also has access to other stores, check the Users page in each of those stores and remove them there too.
What can each role do?
Acenda uses three preset roles: Owner, Admin, and Employee. Roles are fixed, so their permissions can't be edited from your account. If your team already had users on a custom role, those assignments are kept, but new assignments use the preset roles. For a custom role, contact Acenda Support.
Owner and Admin have the same permissions on store data. Both can invite and remove users, assign roles, and manage API keys. The difference is who they can manage: only an Owner can make someone an Owner, and an Admin can't edit or remove an Owner.
Employee can view most of the store and work orders: create and update orders, fulfillments, shipments, cancellations, returns, and refunds. Employees can't manage users or API keys, and can open Organization Settings in a read-only view.
No role can delete whole products, orders, inventory records, or import and export history.
Roles are set per store. If someone works in more than one store, they can have a different role in each, for example Admin in one and Employee in another. If a person has more than one role, their permissions add up: they can do anything any of their roles allows.
Some buttons may show even if your role doesn't allow the action. Clicking one then returns a forbidden error. That's a permission issue, not an outage. If a teammate can't make a change they need, an Owner or Admin can update their role.
Owners and Admins manage API keys from the API Keys tab on the same page. A new API key starts with no permissions, so tick the permissions it needs when you create it. A key saved with nothing ticked can't do anything. Existing API keys keep working. Keep in mind that the API Keys tab displays your client secrets in plain text, so open it only when no one else can see your screen and don't record or share it. See How to use the Acenda API to get started — and never paste a real API key, client ID, or secret into a support request or screenshot. Use a placeholder like YOUR_API_KEY instead.
Account security
Two-factor authentication (2FA) is required for every Acenda user who signs in with a username and password, and it can't be turned off. Acenda also supports Google Single Sign-On (SSO), and we highly recommend it over 2FA codes because it's much more convenient: choose the Google sign-in option on the Acenda login page. If a teammate loses access to their 2FA device, an Owner or Admin can click Reset 2FA on their row under ADMINISTRATION > Users. If you're the only Owner or Admin and you've lost your own device, see How to reset two-factor authentication (2FA) in Acenda Admin to request a reset from Acenda Support. If a code won't accept, see Troubleshooting: Acenda 2FA code isn't working.
Keeping your account secure is a shared responsibility: Acenda provides the security tools, and your team is responsible for enforcing good internal practices. A few habits worth building in:
Remove a user as soon as they leave your team rather than leaving the account active.
Give each person the least access they need to do their job — you can always add more later.
Review each person's role whenever their day-to-day responsibilities change.
Set internal rules for strong, unique passwords and change them regularly.
Troubleshooting & FAQ
Why can't I see the Users page or the + Invite User button? You need the Owner or Admin role to manage users. Ask an Owner or Admin on your team to send the invite or update your role.
What if an invited user never got the email, or the invite expired? Check their row in the Users table. If it says pending, click Resend invite; if it says expired, click Reactivate invite. Have them check their spam or junk folder too. Inviting the same email again while an expired invite exists gives an error, so reactivate or remove the old invite first. Once they accept, the Edit pencil appears on their row.
Why do I see a "forbidden" error when I click a button? Your role doesn't allow that action. Ask an Owner or Admin on your team to make the change or update your role.
How do I remove an employee's access or delete a user? Click Remove user on their row under ADMINISTRATION > Users and confirm. Their access is revoked right away. See Removing a user (or an employee's access) above for details.
Why can't I change my own role or remove myself? That's by design. Ask another Owner or Admin to make the change. Admins can't change or remove Owners; to remove an Owner, contact Acenda Support.
How do I reset a teammate's 2FA? Click Reset 2FA on their row under ADMINISTRATION > Users. If their code is rejected rather than lost, see Troubleshooting: Acenda 2FA code isn't working first.
Why doesn't my new API key work? New keys start with no permissions. Check that the permissions the key needs were ticked when it was created.
Related articles
Still stuck? Contact Acenda Support and we'll help you sort it out.
Related: Acenda training and onboarding
Keywords
user management, add user, invite user, team member, teammate, employee access, user roles, permissions, access control, role-based access, Owner, Admin, Employee, change user role, remove user, delete user, remove employee, delete employee access, revoke access, offboard user, pending invite, expired invite, resend invite, reactivate invite, invite expired, 72 hours, cancel invitation, ADMINISTRATION Users, manage team, seat, preset roles, custom role, roles per store, multiple roles, forbidden error, permission denied, Reset 2FA, reset teammate 2FA, ACL, daily dashboard, API keys, API key permissions, how to manage users and permissions