Your team & distributors

Invite a team member

1. Open People → Users.
2. Click Invite user.
3. Enter the person's Email.
4. Choose a Primary role from Choose a primary role (the dropdown offers Brand Ambassador, Event Approver, Distributor, Viewer, Territory Manager, Regional Manager, Admin, and Super Admin).
5. Optionally add a Display name (optional).
6. If you picked the Distributor role, pick the Distributor organization (optional) that appears.
7. Click Create and invite.

The invite email is always sent — there's no opt-out. The live role summary on the card tells you what the role grants and whether onboarding applies before you commit.

Bulk-import internal staff from CSV

Use this to create several internal accounts at once — admin, regional/territory manager, or viewer.

1. Open People → Users.
2. Expand Import staff from CSV.
3. Click Download template, or paste rows into the textarea using the header email,name,phone,role.
4. Attach your file, or leave your pasted rows in place.
5. Click Import staff and check the result area.
6. Return to the list and send invitations when you're ready.

Unlike the single invite, CSV import creates accounts but emails no one — you send invitations from the list afterward. Set a manager's territory/region scope in their detail after import. This path won't create ambassadors, approvers, or distributors.

Choose the right role

Set a person's Account type first, then their role. Account type decides how they enter the app; the Management role decides what they can do.

• Brand admin (admin / super_admin) — Full access & settings: manage users, onboarding review, settings, billing, and integrations. Super Admin adds security-sensitive administration.
• Manager (territory_manager / regional_manager) — Their territories only: scheduling, approvals, ambassador review, report review, and territory-level operations. Regional Managers oversee assigned states/markets and coordinate Territory Manager coverage.
• Viewer — Read-only reports: read-only internal visibility, nothing they can change.

For Internal staff, pick one of the three cards under Management role. A user can hold several management roles — open Advanced roles — extra management roles to add more.

Set a manager's territory scope

Scope is only editable for Manager accounts. Admins always show All territories; Viewers show Read-only · all territories, and neither has an editable scope.

1. Open the user from the list.
2. In the scope card, click Edit scope.
3. Pick a Scope type (territory, market, region, state, city, store, chain, or organization).
4. Enter the Scope ID (for example a city, store ID, or chain name).
5. Choose a Permission (view, schedule, approve, claim, report, or manage).
6. Click Add scope, repeat for more, then click Done.

Chips are removable while editing. Any effective role or scope change forces that user's open sessions to re-authenticate.

Work the access review queue

When brand ambassadors finish onboarding, they wait for your review before they can be scheduled.

1. Watch for the banner "N ambassador(s) waiting for review" above the Users list.
2. Click Review to filter the list to the Ambassadors segment and In review status.
3. Open an ambassador, then use Approve ambassador to activate them, or Request changes to send them back.
4. If requesting changes, fill the required Change note and click Send back.

Approving activates event claiming and, when your accounting connection is on, triggers Acumatica vendor sync — the toast tells you whether the vendor synced, queued, or was skipped. An ambassador can't be approved while Longboard's platform terms are unaccepted.

Suspend or remove a user

• Deactivate: open the user and click Deactivate account — this blocks sign-in but keeps history.
• Remove: select rows and use Remove in the bulk bar, or open the user and click Remove from directory. Confirm in the "Remove N user(s) from the active list?" modal. Historical records are kept, but roles, scopes, pending invite links, and ambassador work access are cleared.

Both actions are admin-only, so Managers won't see them.

Add a distributor organization

1. Open People → Distributors.
2. In the Distributors card, enter the Name.
3. Set Status (active, inactive, or archived) and Summary cadence (weekly, biweekly, monthly, or manual).
4. Optionally set Summary lookahead (days), Primary contact email, Primary contact phone, and Notification emails.
5. Add Notes if useful; use the Advanced disclosure for an External key if this distributor has an ID in an outside system.
6. Click Save distributor.

To edit later, click the distributor's card in the grid — the form and its roster reload. Each card shows a Reps / Chains / Stores footer so you can see coverage at a glance.

Add distributor contacts

The contacts you add here are the distributor's org-wide summary recipients.

1. Open People → Distributors.
2. In the Distributor Contacts card, choose the Distributor.
3. Enter Contact name, Contact email, and Role.
4. Check Primary contact if this is the main recipient.
5. Click Save contact.

In the Contact roster below, each contact shows a status pill — Active, Invite pending, or No account. For a contact with no account, click Create login to provision a held invite, then use Send invite to email it. You can also set a per-contact Summary cadence that overrides the org default; leave it on Inherit org default to follow the distributor's setting.

Linking a distributor to a location is not done here. A store's own distributor and contact are set per location on the Locations screen. This view manages the organization, its recipients, and bulk reassignment.

Send a distributor summary (digest)

The controls to preview and send summaries live in Brand Settings → Notifications, under Distributor Summary Controls — not on the Distributors view.

1. Open Brand Settings → Notifications.
2. In Distributor Summary Controls, choose one Distributor and set Window days.
3. Click Preview summary and review the Distributor / Recipients / Events / Window table.
4. Click Send test to me to check it in your own inbox first.
5. Click Send selected summary, then confirm in the "Send this distributor summary now?" modal.

You must select exactly one distributor and preview it before sending. Only customer-safe event details are ever included. Process scheduled runs the summary queue for everything that's due.

Who can do this

• Admin / Super Admin — full control: invite and remove users, grant any role they themselves hold, run the review queue, manage distributors, and send summaries. Only Super Admin can grant Super Admin.
• Regional / Territory Managers — can operate the Users list and manage distributors, contacts, replacements, and summaries, but they're scoped to their own territories. They cannot grant elevated roles or see Deactivate account / Remove from directory (those are admin-only).
• Viewer — read-only. They can open the Users and Distributors screens and read cards and rosters, but every save, invite, and send is blocked on the backend, and the digest Process / Send buttons are hidden.