Store administrators and the owner portal

A store administrator is somebody on the client's side who can sign in and manage their branded store through the existing owner portal. Customer Access provides a separate account for your organisation; store order management is now also available in the customer portal. Both portals remain available during the transition.

What an administrator can do

• See their store's orders, and the detail of each one.
• Approve or reject orders, where purchase approval is switched on.
• Manage their own users — add the new starter, remove the leaver.
• See what their people have spent.

Managing sales in the customer portal

Accept your Customer Access invitation and verify your email address, then sign in to your organisation’s customer portal. Your existing owner portal account keeps working. A tribe is one location, branch or business unit inside your organisation; its name helps you identify each branded store.

1. Select Branded Stores. This menu link appears only when you have a store assigned to your customer account, and the list shows only those stores. If the link or a store is missing, ask your organisation administrator to check its Administrators tab and Customer Access link.
2. Select View sales beside a store. Use Search and Status to find an order. Choose Sort By to sort by newest, oldest, highest amount or lowest amount. Choose a preset in Date Range, or select Custom Range and enter From Date and To Date. Use the page controls to see older orders. Status chips appear on the list and order details.
3. The summary cards count orders across all pages matching your search and dates. Select a status card to filter the list, or Total Orders to clear the status filter. Choosing a status does not change the summary totals.
4. Select View details to see the customer, delivery information, items and totals. Select Download Invoice to save the order’s PDF.
5. For an order awaiting your decision, select Accept Order or Reject Order. Check the order number and confirmation text. Acceptance can process payment; rejection requires a reason and notifies the customer. Select the named action in the dialog to proceed, or Cancel to leave the order unchanged.
6. Select Back to store to return to the sales list with your filters. Your own purchases remain separate under Orders.

Set it up on day one

This is the difference between a store that runs itself and one that lands on your desk every week. Name at least two administrators — one person goes on holiday, changes job, or forgets they had the login.

The tribe’s branded store list starts with 50 rows per page. On the Administrators tab, the Customer Access column is hidden when Customer Access is switched off. When it is enabled, staff with Manage Customer Access can use Open Customer Account beside a linked administrator. Unlinked administrators offer Create Customer Access Account. On an order, the Customer section also offers customer account access or an invitation when the purchase has a linked person.

Adding an administrator with Customer Access

Open the branded store and select the Administrators tab. To add an administrator and set up their customer account, you need permission to edit branded stores and Manage Customer Access. Staff with the existing store editing permission can still create an administrator for the owner portal. Customer Access is also created only when the staff member has Manage Customer Access; otherwise an authorised colleague can link it later. Customer Access itself must be switched on for your organisation: open Customer Access → Settings at organisation level, switch on Enable Customer Access and choose Save. While it is switched off, the administrator is added for the owner portal only: no customer account or Customer Access invitation is created, and Create Customer Access Account does not appear on the Administrators tab.

1. Select Create, enter the administrator’s first name, last name and email address, then select Save.
2. The existing store administrator invitation is sent as before. If the person already has a Gorilla Dash user account, that account is reused for the owner portal.
3. If Customer Access is switched on, a Customer Access account is also linked within your organisation. If the email already belongs to a customer account in this organisation, its existing password and account status are kept. Otherwise the person receives a separate invitation to choose their customer password.
4. Check the Customer Access column on the Administrators tab. Unverified means the customer account still needs verification; Active means it is verified and enabled.

Linking an existing administrator

On the Administrators tab, select Create Customer Access Account beside the administrator. In the confirmation dialog, check the recipient and optionally enter a message to include in their invitation email, then select Confirm. Select Cancel to leave their access unchanged. This reuses a customer account with the same email in your organisation or creates one and sends a password invitation with your message. Existing accounts are linked without sending an email. Once linked, the button is replaced by the customer account’s status. Their existing owner portal login keeps working.

Removing an administrator removes their assignment to this branded store. It does not delete their Customer Access account, memberships or assignments to other stores.

Primary administrators

Marking someone as a primary administrator makes them the store's main contact — the person notified and the person to chase when an order needs approving. Keep the list short: everyone being responsible is nobody being responsible.