For: Prommt account administrators managing users and access.
📋 What you'll need before you start
Administrator access to your Prommt account
The new user's first name, last name, and email address
Their mobile number (optional, but needed if they'll receive SMS notifications)
Clarity on their role (Admin or Staff) and which locations they should have access to
🪜 Steps
1. Go to the Users page
From your Prommt dashboard, click the navigation menu on the left-hand side to expand it, then click Users.
2. Click Add Member
On the Users page, click the Add Member button in the top-right corner of the screen.
The Add User panel will open on the right side of the screen.
3. Enter the user's details
Under User Details, fill in the following fields:
First Name
Last Name
Email — this is the address the invitation will be sent to, and the address the user will log in with
Phone number — use the country code selector to choose the correct country, then enter the number
4. Select a Role
Click the Role dropdown and choose one of the following:
Role | What it means |
Admin | Full access to settings, users, locations, and all payment requests across their assigned locations |
Staff | Operational access — can send payment requests and view payments. More limited than Admin. Additional permissions can be granted individually (see Step 6) |
Note: Only an existing Administrator can invite new users. If you select Admin for the new user, they will have the same level of access as you across their assigned locations.
5. Assign Locations
Click the Locations dropdown and select all locations the user should have access to. You can select multiple locations.
The example locations shown in Prommt are department-level teams within a property — such as Food & Beverage, Meetings & Events, Reservations, Opera Reservations, and Spa Team. Select the ones relevant to this user's role.
Then click the Default Location dropdown and select the location that should be pre-selected when this user logs in and sends payment requests.
[IMAGE — Default Location dropdown]
6. Set Staff permissions (Staff role only)
If you selected Staff as the role, a Permissions section will appear below Default Location. You can grant the following optional permissions individually:
Access all payments requests at their locations — allows the Staff user to see all payment requests sent at their assigned locations, not just their own
Access all payments plans at their locations — allows the Staff user to see all Autocharge and Recurring Plans at their assigned locations
Can issue refunds — allows the Staff user to process refunds
Leave these unchecked if you want the Staff user to have access only to their own payment requests.
Note: The Permissions section does not appear for the Admin role — Admins have full access by default.
7. Send the invitation
Once all fields are complete, click Send Invite.
The new user will receive an email invitation at the address you entered. They'll be prompted to set their password and complete their account setup on first login.
✅ What success looks like
The new user appears in your Users list immediately after the invitation is sent, showing their name, email, assigned role, and the date they last logged in (blank until they accept the invitation and log in for the first time).
⚠️ Troubleshooting
"Role not allowed to invite" error appears when I click Send Invite. This error means the Role field was left on a setting that isn't valid for invitation — typically a non-selectable option in the dropdown. Go back and confirm that either Admin or Staff is selected in the Role field, then try again.
The new user says they haven't received their invitation email. Ask them to check their spam or junk folder first. If it's not there, confirm the email address you entered is correct — you can check this on the Users page. If the address is wrong, you'll need to remove the user and re-invite with the correct address.
I can't see the Add Member button. You need Administrator-level access to invite new users. If you can see the Users page but not the Add Member button, contact your Prommt Super Administrator to confirm your role and permissions.
A location I need isn't showing in the dropdown. Locations must be set up in Prommt before they can be assigned to users. If a location is missing, contact your Prommt Account Manager or reach out via the chat button in your dashboard.
The user is not appearing in the Notifications recipient list. A user must log into Prommt at least once before they appear in the Notifications settings dropdown. Ask them to accept their invitation and log in — they'll then be available to add as a notification recipient.