Managing your ambassadors

Set up ambassador onboarding (Brand Settings → Ambassador Onboarding)

This is where you configure the agreement ambassadors sign, how they're paid, and where you import an existing roster. Open Brand Settings, then the Ambassador Onboarding tab.

1. Set up the agreement template ambassadors sign during onboarding. This must be active before a signed-agreement import column or an approval will register — approving is blocked until an ambassador has signed the current agreement.
2. Set the payout mode on the Billing tab (payout mode now lives there, not on this tab).
3. Note that bank account and TIN are collected from ambassadors at their first-login onboarding, not by you — these sensitive details are never imported.

Import an existing roster (Brand Settings → Ambassador Onboarding)

Use the Ambassador roster card to bring an existing list over. Each ambassador still finishes a quick onboarding (agreement, bank account, TIN) at first login.

1. Click Download the template to get the correct CSV format.
2. Build your CSV with an email column, plus name, phone, address, and an optional vendor_id to link an existing Accounting (Acumatica) vendor. Sensitive details are never imported.
3. Under Import existing roster (CSV), choose your file.
4. Click Onboard & Invite.
5. In the confirm dialog — "Onboard & invite everyone in this file?" — click Onboard & Invite.

This is one combined action: it imports every row and, in the same click, emails an onboarding invitation to every non-error row. There is no separate "Invite all" step. When it finishes, read the result pills — for example "N onboarded & invited", "N imported", "N pre-approved", "N agreement on file", "N linked to accounting", and "N errors". Each error row reads "Row {n} ({email}): {error}".

Do not use the Users-list "Import staff from CSV" for ambassadors. That is a separate importer for internal staff — it excludes ambassadors and does not send email.

Invite a single ambassador (People → Users)

1. Open People → Users.
2. Click Invite user.
3. Enter the Email (required).
4. For Primary role, choose Brand Ambassador.
5. Optionally fill in Display name (optional).
6. Submit the invite.

The invitation email is always sent — there is no opt-out. The summary confirms: "This invite starts ambassador onboarding. They remain unable to claim events until an internal review activates them." If you miss a field, you'll see "Enter an email address first." or "Choose a primary role first."

To remind or re-send: the row button adapts to the ambassador's state — Invite, Remind to finish (accepted, still onboarding), Resend (invite sent), Retry invite (failed), or Invite again (expired or cancelled). An ambassador in Pending approval is deliberately not remindable — they're waiting on your review, not a nudge.

To invite several at once: click Select, check the users, then use Send invitation, Cancel invite, or Remove in the bulk bar.

Approve an ambassador after onboarding (People → Users)

When an ambassador finishes onboarding they land in Pending approval. Approve them here so they can be scheduled.

1. Open People → Users. A banner reads "N ambassador(s) waiting for review."
2. Click Review to filter the list to the Ambassadors segment, In review.
3. Open the ambassador, or approve inline.
4. To approve, click Approve (row) or Approve ambassador in the detail panel's Account actions card. Status moves to Active and the ambassador can claim events.
5. To send it back, click Request changes, type a required Change note ("What needs to change…"), and click Send back. Their status returns to Changes requested; they can edit and resubmit.

Handling profile change requests: when an active ambassador later edits their address or profile, the change syncs to Accounting (Acumatica) automatically — you can watch these under the Accounting integration's profile-change previews. This is a read-only ERP status view ("No profile change previews yet." when empty). There are no approve or reject buttons; it is not a human approval queue.

Deactivate or remove:

• Deactivate account blocks sign-in but keeps history — it saves immediately with no confirm.
• Remove from directory archives the user. You'll confirm "Remove N user(s) from the active list?" — roles, scopes, pending invite links, and ambassador work access are cleared, but historical records are retained.

Who can do this

• Admin / Owner — full control: onboarding setup, roster import, invites, approve, request changes, deactivate, and remove. Approving and importing require Admin/Owner.
• Regional / Territory Managers — scoped scheduling and review work, and they can be assigned manager coverage. They cannot approve ambassadors: even if an Approve button appears, the action returns "Admin access is required to review ambassadors." Treat approval as an Admin/Owner job.
• Viewer — read-only. No invites, approvals, or deactivations; Deactivate and Remove are hidden.

Assign manager coverage (People → Manager Coverage)

Assign Regional and Territory Managers to the states and cities their stores sit in. Only users who hold the matching role appear as options. (The Manager Coverage tab is hidden if your brand has no regional or territory managers.)

1. Open People → Manager Coverage.
2. Choose the Manager and Manager role.
3. Set Coverage type (defaults to state; also region, territory, market, city, store, or chain).
4. Enter the Coverage area — for example "WI, Green Bay, WI, or store name".
5. Leave Status on active, add optional Notes, and click Save coverage. You'll see "Manager coverage saved."

The table shows each manager's Territories with a Covered or Needs coverage pill. To reassign en masse, open Advanced — replace manager coverage, pick a Current manager and Replacement manager, and click Transfer coverage.

Assign inline on the map instead: on Retail → Geography, open a state panel and pick its Territory manager or Regional manager — the change saves immediately ("Territory Manager assigned to {scope}."). A red Gap badge flags any state with no active coverage. City rows inherit their state's manager unless you set one directly.