Manage store access

Store access controls where someone can be scheduled, where they can clock in, and — for managers — which stores they can administer. It is a list, not a single value: an employee can hold access to several stores at once.

Add a store to someone’s access

There is no Store access panel on the employee’s profile. Access is granted by adding the person again at the other store:

1. Switch to the store you want to give them access to.
2. Open Team → Roster and select Add team member.
3. Enter the same email address they already use. Clockout recognises it and adds access at this store rather than creating a second person.
4. Set their access level at that store. It does not have to match their level elsewhere — see Roles and permissions.

They can now be scheduled at that store. Clocking in on its kiosk needs one more thing: PINs are per store, so give them a PIN at this store from their profile — the one they use at their other location will not work here. If they are brand new, they also still need to accept their invitation — see Add a team member.

Moving someone between locations

Add the new store before removing the old one, and deal with the old store’s shifts yourself.

Removing access does not touch the schedule: any shifts they are already assigned to at the old store stay assigned to them, even though they can no longer work there. Reassign or cancel those shifts before you remove the access, or you will have a published week that still lists someone who cannot clock in — see Cover a call-out.

Removing access

Removing someone from a store is the Terminate action on their profile at that store. It takes effect immediately: their position there is marked terminated, their access is revoked, and their PIN for that store’s kiosk is deleted.

Two things it does not do. It does not delete anything that already happened — worked shifts, timecards and pay history at that store stay intact, because payroll and your records depend on them. And, as above, it does not unassign their scheduled shifts.

Someone is missing from a schedule or a payroll run

Nine times out of ten the answer is store access:

• Not in the assignment list when scheduling — they do not have access to that store.
• PIN rejected at the kiosk — either they have no access at that store, or they have access but no PIN at this store; a PIN from another location will not work.
• Missing from a payroll run — the run covers one store; check they had access, and hours, at that store during the period. See Run payroll.