Team & Roles
Invite teammates and control what each person can see and do
One account, several people, four roles
Every Ardent Seller plan supports multiple users — even the Free plan includes two. Each teammate gets their own login and one of four roles: Owner, Manager, User, or Auditor. Roles control access to settings, billing, and data changes, so you can bring in a production helper, a bookkeeper, or a business partner and give each exactly the access they need. Everything happens in Settings → Team.
The four roles and what they can do
| Capability | Owner | Manager | User | Auditor |
|---|---|---|---|---|
| View inventory, transactions, recipes, and reports | Yes | Yes | Yes | Yes |
| Create and edit data (items, transactions, recipes, production runs) | Yes | Yes | Yes | No |
| Manage account settings (preferences, attributes, custom fields, tags, locations) | Yes | Yes | No | No |
| Invite, remove, and change roles of team members | Yes | Yes | No | No |
| Manage another owner or promote someone to owner | Yes | No | No | No |
| Billing: subscription, plan changes, invoices | Yes | No | No | No |
| Data management: bulk export and account data deletion | Yes | No | No | No |
In short: an Owner has full access to everything including billing and data management; a Manager can manage the team and account settings but not billing; a User can view and edit day-to-day data but cannot touch account settings; and an Auditor is a read-only reviewer — ideal for an accountant or advisor who should see inventory, transactions, and reports without being able to change anything. If an auditor tries to modify data, the change is rejected both in the app and on the server.
Billing and data management are owner-only
Only the account Owner can open Settings → Billing (subscription, plan changes, invoices) and Settings → Data Management (bulk export, account data deletion). Managers see the rest of the Settings hub but not those two areas. There is exactly one owner per account at a time — to hand it over, use the ownership transfer described below. See Billing & Plans for what lives on the billing page.
Inviting a team member
- Go to Settings → Team (visible to owners and managers) and select Invite Member.
- In the Invite Team Member dialog, enter their email address and choose a role: Manager, User, or Auditor. You cannot invite someone as Owner — invite them first, then transfer ownership if needed.
- Select Send Invitation. The person receives an email with a link to accept; the link expires after 7 days.
Until it is accepted, the invitation appears in the Pending Invitations table, where you can copy the invite link (handy if the email didn't arrive), resend it, or revoke it. Pending invitations count toward your plan's team-member limit. When the invitee accepts, they sign in with an existing Ardent Seller login or create one, and your account appears in their account list.
Changing roles and transferring ownership
On Settings → Team, open the menu at the end of a member's row and pick a new role under Change Role. Owners and managers can change roles, with one restriction: only the owner can change another owner's role or promote someone to owner.
Choosing Owner for a teammate starts an ownership transfer: a confirmation dialog asks which role you (the current owner) will take afterward — Manager or User — because an account has a single owner. Transferring hands over billing and data-management access in one step, so read the dialog carefully; it cannot be easily undone.
Removing a team member
From the same row menu, select Remove and confirm. The person loses access to the account immediately, but everything they created — transactions, items, recipes — stays in your account, and their past changes remain in the audit trail. The only member who cannot be removed is the sole owner: transfer ownership first, then remove the old owner if needed. Removing a member frees a seat under your plan's limit.
Team size limits by plan
| Plan | Team members | Notes |
|---|---|---|
| Free | 2 | Includes you — one extra seat for a helper or accountant |
| Maker | 2 | Same seat count as Free, with higher transaction and storage limits |
| Artisan | 3 | Room for a second helper |
| Workshop | 5 | Built for small production teams |
| Pay As You Go | Unlimited | 2 included; each additional user is 10 credits ($10) per month |
The Team page shows your current count against the limit (pending invitations included). When the limit is reached, the Invite Member button is disabled until you free a seat or upgrade. On Pay As You Go there is no cap — the first 2 users are included and each additional user costs 10 credits ($10) per month; the invite dialog shows the exact cost before you send. Full plan details are in Billing & Plans.
Belonging to more than one account
One Ardent Seller login can belong to several accounts — for example, your own shop plus a friend's business where you help with production. Each membership has its own role: you might be the Owner of one account and an Auditor in another.
Switch between accounts with the account picker in the top header. Every account keeps its own plan, data, locations, and team — nothing is shared between them. Note that roles are account-wide, not per-location; to understand how locations scope your data within one account, see Locations & Entities.
Related articles
Billing & Plans
Every Ardent Seller plan compared — prices, transaction limits, users, locations, and storage — plus how Pay As You Go credits, annual billing, signup bonuses, and plan changes work.
Locations & Entities
What entities are in Ardent Seller — the five location types and three contact types, what data is scoped to the selected location, and how the location switcher works.
Settings Guide
Guide to Ardent Seller settings — profile, billing, team, locations, attributes, and integrations.