Manager Accounts - Add, Edit, and Delete Team Members
Overview
Manager accounts allow you to grant team members access to your Perkstar account with customizable permissions. Whether you're running a multi-location business, managing an agency, or simply need staff to help with customer operations, manager accounts provide the flexibility to delegate tasks while maintaining control over sensitive data and settings.
What you can do:
Create manager profiles for staff members and team members
Assign specific permissions based on job responsibilities
Restrict access to particular locations (multi-location businesses)
Edit manager permissions as roles change
Remove manager access when team members leave
Grant agency team members sub-account creation permissions
Before You Begin
Requirements:
Administrator access to your Perkstar account
Email addresses for team members you want to add
Clear understanding of what permissions each role needs
Important: Only account administrators can create, edit, and delete manager profiles. Managers cannot modify their own permissions or create other manager accounts unless specifically granted those permissions.
Adding a Manager
Accessing Manager Settings
Step 1: Navigate to Perkstar > Left-Hand Menu > Managers
Step 2: Click the Add Manager button
Found at the bottom of the Managers grid
Or click the Create Manager tile if no managers exist yet
This opens the Add Manager popup where you'll enter all manager details.
Entering Manager Information
Full Name
Enter the manager's complete name
This appears in activity logs and transaction records
Example: "Sarah Johnson" or "Mike Chen"
Enter the manager's email address
This is their login username
Must be unique (not already associated with another account)
They'll receive access credentials at this address
Contact Number
Enter the manager's phone number
Optional but recommended for team communication
Useful for password recovery or urgent notifications
Password
Create a secure password for the manager's account
Must meet any security requirements (length, complexity)
Consider using a temporary password they can change on first login
Repeat Password
Re-enter the password exactly as created
Ensures accuracy and prevents typos
Must match the Password field to proceed
Location Assignment (Optional)
Location dropdown:
Displays all locations you've created in your account
Select a specific location to restrict the manager to that location only
Leave unselected to give the manager access to all locations
Useful for multi-location businesses where staff work at specific sites
When to assign a location:
Manager works exclusively at one store, restaurant, or facility
You want to limit data access to specific location metrics
Regional managers overseeing a particular area
When to leave location unassigned:
Manager handles customers across all locations
Remote team members who support the entire business
Administrative roles that need full account visibility
Additional Settings
Notes
Record any additional instructions or context
Internal field not visible to the manager
Examples: "Handles evening shifts only," "Temporary summer staff," "Main contact for Location A"
Send access to email
Enabled (default): Manager receives email with login credentials and access link
Disabled: No email sent—you must provide credentials manually
Disable when: you'll deliver credentials in person, email is unreliable, or setting up accounts in advance
Completing Manager Creation
Step 3: Click the Add Manager button at the bottom of the popup
Result: The manager profile is created and appears in the Managers grid. If email sending was enabled, the manager receives their access credentials immediately.
Editing Manager Permissions
Once a manager is created, you can modify their details and assign specific permissions:
Accessing Manager Profiles
Step 1: From the Managers grid, locate the manager you want to edit
Step 2: Click the pencil icon at the end of the manager's row
This opens the Edit Manager popup with all current information displayed in editable fields.
Modifying Basic Information
You can edit any of the following:
Full Name
Email address (changing their login username)
Contact Number
Password (reset or change)
Location assignment
Notes
Make your changes and the fields update in real-time.
Assigning Permissions
The Edit Manager popup displays all available permissions you can grant. Select the permissions appropriate for the manager's role:
Permission Types Explained
Analytics and Reporting Permissions
View Revenue statistics
Grants access to income analytics from cards, redemptions, and campaigns
Manager can see financial performance data
Use for: Business analysts, operations managers, owners
View Feedbacks statistics
Shows customer feedback submitted through cards (ratings, reviews, comments)
Manager can analyze customer satisfaction trends
Use for: Customer service managers, quality assurance staff
View Referrals statistics
Displays referral program performance—who came via referrals and conversion rates
Manager can track growth through word-of-mouth
Use for: Marketing managers, growth analysts
View Customer profile statistics
Shows engagement metrics per customer: visits, points earned/redeemed, interaction history
Manager can analyze individual customer behavior and loyalty
Use for: Customer success managers, sales staff, loyalty program coordinators
Template Permissions
View Templates
Allows viewing available card and communication templates
Manager can see existing designs and configurations
Use for: Staff who need to reference program structures, designers reviewing current templates
Edit Templates
Allows creating and modifying card templates and communication templates
Manager can change program rules, designs, and messaging
Use for: Marketing managers, designers, program administrators
Caution: This is a powerful permission that can affect customer experience
Customer Management Permissions
View Customers
Shows customer list, profiles, and activity logs
Manager can see who your customers are and their history
Use for: Almost all staff roles—this is fundamental for customer service
Edit Customers
Allows modifying customer data: name, phone number, email, tags, birthday, card status
Manager can update profiles and fix incorrect information
Use for: Customer service staff, front desk personnel, data managers
Caution: Ensure managers understand proper data handling and privacy practices
View Segments
Shows customer groups based on filters (activity, points, visits, demographics)
Manager can see how customers are segmented for campaigns
Use for: Marketing staff, campaign coordinators
Edit Segments
Allows creating and modifying dynamic customer segments for targeted campaigns
Manager can build custom audiences based on criteria
Use for: Marketing managers, campaign strategists
Operations Permissions
View Operations
Shows logs of customer actions: visits, accruals, redemptions, transactions
Manager can audit activity and troubleshoot issues
Use for: Operations managers, customer service staff, auditors
Make Accruals
Allows manually issuing points, stamps, or rewards to customers
Manager can correct errors or provide courtesy rewards
Use for: Customer service staff, store managers
Caution: This affects customer balances—train staff on proper use
Communication Permissions
View Mailings
Shows past and scheduled email and SMS campaigns
Manager can see campaign history and performance
Use for: Marketing team members, coordinators
Edit Mailings
Allows creating and sending email and SMS campaigns
Manager can execute marketing communications
Use for: Marketing managers, campaign managers
Caution: Ensure managers understand compliance (CAN-SPAM, GDPR)
View Pushes
Shows scheduled and sent push notifications
Manager can see notification history and results
Use for: Marketing staff, communications coordinators
Edit Pushes
Allows sending and modifying push notifications
Manager can create mobile app notifications for customers
Use for: Marketing managers, engagement specialists
Location Management Permissions
View Locations
Shows list of geographic locations and their details
Manager can see address, contact information, and location-specific data
Use for: Regional managers, multi-location staff
Edit Locations
Allows adding, editing, and removing location data (addresses, contacts, settings)
Manager can manage location information
Use for: Operations managers, administrators
Agency and Sub-Account Permissions
View Sub-accounts
Shows all linked sub-accounts in an agency workspace
Manager can see client accounts managed under the agency
Use for: Agency team members, account managers
Edit Sub-accounts
Allows managing sub-accounts: creation, renaming, settings configuration
Manager can onboard new clients and modify existing client accounts
Use for: Agency administrators, client success managers
Special note for agencies: If you want an agency team member to create sub-accounts manually or through prospecting, grant both View Sub-accounts and Edit Sub-accounts permissions.
Financial Permissions
View Payments
Shows payment history, invoices, and billing dates
Manager can access financial records
Use for: Finance staff, billing coordinators
Caution: Contains sensitive financial information
Edit Plans
Allows upgrading, downgrading, or canceling subscription plans
Manager can make billing changes
Use for: Account administrators, finance managers only
Caution: This directly affects account costs and capabilities
Technical Permissions
Edit Snapshots
Allows creating or restoring account states using snapshots (backups of settings, templates, and data)
Manager can save and restore configurations
Use for: Technical administrators, developers, IT staff
Caution: Snapshots can overwrite current configurations—requires training
Permission Strategy by Role
Here are recommended permission sets for common roles:
Front-Line Staff (Cashier, Receptionist)
View Customers ✓
Edit Customers ✓ (for updating contact info)
View Operations ✓
Make Accruals ✓
Customer Service Manager
View Customers ✓
Edit Customers ✓
View Segments ✓
View Operations ✓
Make Accruals ✓
View Feedbacks statistics ✓
View Customer profile statistics ✓
Marketing Manager
View Customers ✓
View Segments ✓
Edit Segments ✓
View Templates ✓
Edit Templates ✓
View Mailings ✓
Edit Mailings ✓
View Pushes ✓
Edit Pushes ✓
View Feedbacks statistics ✓
View Referrals statistics ✓
Store/Location Manager
View Revenue statistics ✓
View Feedbacks statistics ✓
View Customer profile statistics ✓
View Customers ✓
Edit Customers ✓
View Operations ✓
Make Accruals ✓
View Locations ✓
Agency Team Member (Sub-account Creator)
View Sub-accounts ✓
Edit Sub-accounts ✓
Plus any permissions relevant to managing client accounts
Business Owner/Administrator
All permissions ✓
Saving Permission Changes
After selecting all appropriate permissions:
Step 1: Review your selections to ensure accuracy
Step 2: Click the Save button at the bottom of the Edit Manager popup
Result: Changes are saved immediately and the popup closes. The manager's permissions are updated in the system and take effect on their next login (or immediately if they're currently logged in).
Deleting a Manager
When a team member leaves or no longer needs access:
Deletion Process
Step 1: From the Managers grid, click the username of the manager you want to delete
Step 2: This takes you to the manager's profile details screen
Step 3: Navigate to the Information section
Step 4: At the bottom of this section, click the Delete button
Step 5: The Delete Manager popup appears for confirmation
Step 6: Click the Remove button to confirm deletion
Result: The manager profile is permanently deleted. The manager can no longer access your account. Their email address becomes available for use with a new manager account if needed.
Important Considerations Before Deleting
Activity history is preserved:
Actions the manager took (accruals, customer edits, campaigns sent) remain in system logs
Transaction history shows the manager's name even after deletion
This maintains audit trails and accountability
Access is revoked immediately:
If the manager is currently logged in, they'll lose access
Any unsaved work is lost
They cannot log back in with their credentials
Cannot be undone:
Deleted manager accounts cannot be restored
You must create a new account if the person needs access again
All custom permission settings are lost
Best practice: Before deleting, ensure:
Another manager can handle their responsibilities
Any pending tasks or campaigns are transferred
Critical notes or documentation is saved elsewhere
Best Practices
For Adding Managers
Use temporary passwords: Create simple temporary passwords and have managers change them on first login for better security.
Start with minimal permissions: Grant only essential permissions initially, then add more as the manager proves competent and trustworthy.
Document role expectations: Use the Notes field to record what this manager is responsible for—helpful for future reference.
Send credentials securely: If disabling email delivery, provide credentials through a secure channel (encrypted message, in-person handoff).
For Managing Permissions
Review quarterly: Audit manager permissions every 3-6 months to ensure they still align with current roles.
Principle of least privilege: Only grant permissions a manager actively needs—avoid "just in case" permissions.
Train before granting powerful permissions: Ensure managers understand implications before granting Edit Templates, Make Accruals, or Edit Plans.
Group similar roles: Use consistent permission sets for similar positions to simplify management and training.
For Multi-Location Businesses
Assign locations strategically: Restrict managers to specific locations unless they truly need access to all locations.
Location managers get location-restricted accounts: Store managers should only see their store's data.
Regional managers get multi-location access: District or area managers can have access to multiple locations or all locations.
Use location filters in reporting: Even with full access, train managers to filter reports by their relevant locations.
For Agencies
Isolate client access: Use sub-account permissions carefully—most team members don't need to create or edit sub-accounts.
Designated account managers: Only senior team members should have Edit Sub-accounts permission.
Train on prospecting: If using prospecting features, ensure team members with sub-account permissions understand proper client onboarding.
For Security
Regular password changes: Encourage (or require) managers to update passwords periodically.
Remove access promptly: Delete manager accounts on the day of termination or role change.
Monitor sensitive permissions: Keep close watch on who has View Payments, Edit Plans, or Edit Snapshots access.
Use strong passwords: Enforce complexity requirements when creating manager accounts.
Troubleshooting
Manager Cannot Log In
Problem: Manager says they can't access the account
Solutions:
Verify the email address is correct in their profile
Check if "Send access to email" was enabled during creation
Manually provide credentials if email wasn't sent
Reset their password in the Edit Manager popup
Confirm the manager account hasn't been deleted
Manager Cannot Access Specific Features
Problem: Manager reports missing functionality
Solutions:
Review their permissions in Edit Manager popup
Verify the specific permission needed is checked
Check if they're assigned to a location that restricts access
Save permission changes if they were modified but not saved
Have manager log out and back in to refresh permissions
Email Not Received
Problem: New manager didn't receive access credentials email
Solutions:
Check spam/junk folders
Verify email address is correct (no typos)
Resend by editing the manager profile and re-saving
Manually provide credentials as an alternative
Check email service settings or firewall rules
Cannot Delete Manager
Problem: Delete button doesn't work or is unavailable
Solutions:
Verify you have administrator access
Ensure you're on the manager's profile details screen (not the grid view)
Check if the manager is currently processing important operations
Try refreshing the page and attempting again
Wrong Permissions Granted
Problem: Manager has more or less access than intended
Solutions:
Open Edit Manager popup
Review all permission checkboxes carefully
Adjust to match intended role
Click Save to apply changes
Have manager refresh their session (log out/in)
Manager Sees Wrong Location Data
Problem: Manager sees data from locations they shouldn't access
Solutions:
Edit manager profile and assign specific location in Location dropdown
Verify location assignment is saved
Check if multiple locations were created with similar names
Manager may need to log out and back in for location restriction to take effect
FAQ
Q: How many manager accounts can I create?
A: This depends on your Perkstar subscription plan. Check your plan details or contact support to confirm your manager seat limit.
Q: Can a manager change their own permissions?
A: No, only account administrators can modify manager permissions. Managers cannot edit their own access levels or create other manager accounts unless specifically granted those advanced permissions.
Q: What happens to data created by a deleted manager?
A: All data, transactions, and activity created by the manager remain in the system. Only their login access is removed. Transaction logs and audit trails preserve their name for record-keeping.
Q: Can I create a manager account with the same email as a customer?
A: Email addresses must be unique across the system. If an email is already associated with a customer account, you'll need to use a different email for the manager profile.
Q: Do managers have access to my account password or billing information?
A: Managers only see what permissions you grant. To view billing, they need "View Payments" permission. They cannot see your account password. To modify plans, they need "Edit Plans" permission (grant cautiously).
Q: Can I temporarily disable a manager account without deleting it?
A: The system doesn't have a "suspend" feature. To temporarily remove access, you can change their password (preventing login) or delete their account and recreate it later. However, deletion removes permission settings.
Q: What's the difference between Location assignment and View Locations permission?
A: Location assignment restricts a manager to seeing data from only that location. View Locations permission allows seeing the list of all locations and their details but doesn't restrict what customer data they can access.
Q: Can managers see other managers' accounts?
A: No, managers cannot view, edit, or delete other manager profiles. Only administrators have access to the Managers section.
Q: What permissions do agency team members need to create sub-accounts?
A: Grant both "View Sub-accounts" and "Edit Sub-accounts" permissions. This allows them to create sub-accounts manually or through prospecting features.
Q: If I edit a manager's permissions, do they take effect immediately?
A: Changes take effect immediately, but the manager may need to refresh their browser or log out and back in to see the updated interface reflecting their new permissions.
Q: Can I export a list of all managers and their permissions?
A: This depends on your plan features. Check your admin panel for export options or contact support for assistance with generating a permission audit report.
Q: What's the "Send access to email" option for?
A: When enabled, the system automatically sends login credentials to the manager's email address upon account creation. Disable this if you prefer to provide credentials manually or through a different secure method.