Team members and what they can do
There are two presets, owner and scanner. Here is what each one can do, who on your team actually needs an account, and how to get one added.
Last updated July 26, 2026
A team member has one of two presets: owner or scanner. An owner runs the business — programs, customers, the lot. A scanner is the counter role: it can confirm a customer's redemption, and it does not get an owner's full access.
The two presets
Owner. Everything. Build and edit programs, see the whole customer list, award points, confirm redemptions, read the dashboard. If you signed the business up, you are one. Most businesses need one or two owners and no more.
Scanner. The role for whoever is on the till. A scanner can confirm the redemptions customers have requested, which is the one thing that genuinely has to happen while somebody is standing in front of you waiting for a free coffee. It deliberately does not carry an owner's access to the rest of the business.
Underneath the preset each team member also has a capability list, and a status: invited while we are setting the account up, active once it is in use.
Who actually needs an account
Fewer people than you would guess. The useful question is not "who works here?" but "who needs to be logged in as themselves?"
In a small shop the answer is usually nobody but you. The till tablet is already logged in, the person at the counter works from the Customers screen, and the day runs perfectly well. A separate account starts to earn its keep in two situations: when you want to give someone the counter role without handing over your own login, and when a manager needs access from their own phone, away from the shop.
A worked example. A salon with an owner and four stylists: the owner keeps the owner account, the front desk gets one scanner account for the shared iPad, and the four stylists get nothing, because they never open the dashboard. That is two team members, not five.
Anyone using your owner login has everything you have, including the ability to edit your programs. If you are about to text your password to a Saturday assistant, ask us for a scanner account instead. That is precisely what the preset exists for.
Team members count against your plan
How many team members you can have is one of the limits your plan sets, alongside programs, customers and how far back you can see. What your plan includes lists them all. It is one more reason not to create accounts for people who will never log in.
How to add someone today
There is no invite screen yet. You cannot send an invitation from inside VivaPoints, because there is nowhere to send it from. You ask us, and we add the person.
Tell us:
- their name and email address
- which preset they should get, owner or scanner
- which business, if you run more than one
We will set the account up and tell you when it is ready. Ask us the same way to remove someone — worth doing on the day they leave, not the month after.
Next
Training your staff is the short version you can read out to whoever is on the counter tomorrow, and redeeming a reward covers the one flow a scanner has to get right.
Keep reading
Training your staff in 15 minutes
Your staff need to do three things and know one sentence. Here is a 15-minute session you can run on a quiet Tuesday, and a short what-to-do-when list for the counter.
Redeeming a reward
The customer taps the reward on their card, which creates a pending redemption. Someone on your side confirms it, and only then are the points deducted.
What your plan includes
Every plan is described by the same fixed list of limits and switches. Here is what each one controls and when it starts to matter.
Still stuck?
Email us and a human will answer.