Managing Your Team in Ponkan

As your business grows, you'll need help. Maybe you have a bookkeeper who handles invoicing, a marketing person who creates checkout links, or a support agent who looks up orders. Ponkan's team management lets you invite them all — and control exactly what each person can see and do.

Why team management matters

Without proper access controls, everyone either has full access (risky) or no access at all (inefficient). Ponkan gives you a middle ground: granular roles that let each team member do their job without accessing things they shouldn't.

This means:

• Your bookkeeper can create and send invoices without seeing API keys
• Your marketing team can manage checkout links and discount codes without processing refunds
• Your support staff can view orders and customer information without changing prices
• You, the owner, keep full control over everything

Inviting team members

Adding someone to your Ponkan account takes less than a minute:

1. Go to Settings > Team in your dashboard
2. Click Invite Member
3. Enter their email address
4. Select a role (more on this below)
5. Click Send Invite

They'll receive an email invitation with a link to join your account. Once they accept, they can log in and start working immediately.

Understanding roles

Ponkan comes with built-in roles that cover the most common team structures:

Owner

Full access to everything. This is you — the person who created the account. Owners can:

• Manage billing and subscription settings
• Invite and remove team members
• Access API keys and webhooks
• Perform every action available in the dashboard

There's always at least one owner on the account.

Admin

Almost the same as an owner, but can't manage billing or delete the account. Admins are ideal for trusted partners or senior team members who need broad access without the ability to change the account itself.

Member

Standard access for day-to-day work. Members can:

• Create and manage products
• Create and send invoices
• Manage checkout links
• View orders and customers
• Create discount codes

Members cannot access settings, API keys, or team management.

Viewer

Read-only access. Viewers can see everything — orders, invoices, products, customers — but can't create, edit, or delete anything. This is perfect for:

• Accountants who need to review financials
• Stakeholders who want visibility into sales
• Contractors who need reference access

Changing roles

People's responsibilities change, and your team permissions should change with them. To update someone's role:

1. Go to Settings > Team
2. Find the team member
3. Click on their role
4. Select the new role
5. Changes take effect immediately

Removing team members

When someone leaves your team:

1. Go to Settings > Team
2. Find the person you want to remove
3. Click Remove
4. Confirm the removal

They'll immediately lose access to your Ponkan account. Any work they've created (invoices, products, checkout links) remains in your account — nothing is deleted when a member is removed.

Best practices for team access

Start with the least access needed

Give people the minimum role required for their job. It's easy to upgrade someone's access later if they need more, but harder to undo mistakes made with too much access.

Use descriptive names for API keys

If different team members use different API keys (for integrations they manage), name each key clearly — "Sarah's Zapier automation" is much more helpful than "API key 3" when you need to revoke one later.

Review your team regularly

Every few months, take five minutes to review who has access:

• Are there former team members who still have access?
• Does anyone have a role higher than they need?
• Are there API keys that are no longer in use?

A quick audit keeps your account secure.

Set up your team before you scale

It's tempting to share your own login credentials when you're small. Don't. Setting up proper team access from the start avoids security headaches down the road and creates a clear audit trail of who did what.

Frequently asked questions

How many team members can I add?

This depends on your Ponkan plan. Check your current plan details in Settings > Billing to see your team member limit.

Can a team member be on multiple accounts?

Yes. If someone works with multiple businesses that each use Ponkan, they can be invited to each account separately using the same email address. They'll see a switcher to navigate between accounts.

What happens to their data when I remove someone?

Nothing is lost. All products, invoices, orders, and other data they created stays in your account. Only their ability to log in and access your dashboard is removed.

Can I create custom roles?

The built-in roles (Owner, Admin, Member, Viewer) cover the most common scenarios. If you need more granular control, reach out to our support team — we can help you find the right setup.

What's next?

• Quick start guide — Setting up Ponkan for the first time? Start here
• API keys and webhooks — Connect Ponkan to your other business tools
• Set up invoicing — Let your team start sending professional invoices