Member & Permissions

What is Members & Permissions?

A powerful team management feature that allows you to add staff members and control their access to return management functions.

• Delegate order-management responsibilities safely
• Role-based access control for staff members
• Maintain security and visibility
• Each team member has exact level of authority needed
• Execute returns and exchanges
• Export order data
• Update inventory statuses

Key Benefits

Why use Members & Permissions:

• Scale support operations efficiently
• Maintain data integrity and security
• Accelerate time-to-value for new staff
• Ensure compliance with access policies
• Empower staff to deliver exceptional post-sales experiences
• Reduce admin workload through delegation

Step 1: Add a New Member

Begin by adding a team member to your Returndotai Returns account:

1. 1Go to Settings > Members & Permissions in the Returndotai Returns admin console
2. 2Click "Add Member" to open the user-creation panel
3. 3User creation form will appear

Step 2: Set Up Staff Credentials

Enter the staff member's information:

• Name: Enter the name of the staff member
• • Use their full name for clarity
• • This will appear in activity logs
• Email: Provide their corporate email for login and notifications
• • Must be a valid email address
• • Used for account activation and notifications
• • Should be their work email
• Password: Assign a secure, temporary password
• • Let the system generate one for security
• • Or create a strong password manually
• • Staff can change it after first login
• • Enables immediate access upon activation

Step 3: Trigger Account Activation

After saving, the system will automatically handle account activation:

1. 1Send an email invitation with a secure login link
2. 2 • Email sent to address provided in Step 2
3. 3 • Contains secure, one-time activation link
4. 4 • Includes login credentials
5. 5Staff member clicks "Login now" to access the return management
6. 6 • Redirected to Returndotai Returns login page
7. 7 • Enter provided credentials
8. 8 • Prompted to change password (recommended)
9. 9 • Access granted to return management workspace

Step 4: Delegate Order Management Tasks

On first login, staff members access a focused Return & Exchange Management workspace featuring:

• Order Status Dashboard:
• • Live insights into pending, in-progress, and completed returns
• • Real-time updates on return statuses
• • Filter and search capabilities
• • Summary statistics and metrics
• Export CSV:
• • One-click data extract for downstream reporting
• • ERP integration support
• • Customizable export fields
• • Date range selection for exports

Step 5: Execute Core Return Workflows

Authorized staff can perform key return management tasks:

Mark as Received

Confirm receipt of returned items and update warehouse logs:

1. 1Select return request from dashboard
2. 2Review items being returned
3. 3Verify physical receipt of items
4. 4Click "Mark as Received" button
5. 5Add any notes about condition upon receipt
6. 6System updates status and logs timestamp
7. 7Customer receives notification of receipt

Mark as Restocked

Classify SKU condition, log arrival date, and append comments:

1. 1After marking as received, proceed to restock
2. 2Classify SKU condition:
3. 3 • Resellable: Item in good condition, can be resold
4. 4 • Non-Resellable: Item damaged or unsuitable for resale
5. 5Log Arrival Date:
6. 6 • Date item arrived at warehouse
7. 7 • Auto-filled or manually adjusted
8. 8Append Comments:
9. 9 • QC findings and inspection notes
10. 10 • Damage notes or defects observed
11. 11 • Restocking instructions
12. 12 • Any relevant observations
13. 13Submit to update inventory and complete process

Workspace Overview

What staff members see when they log in:

• Focused, streamlined interface
• Only return/exchange management functions
• No access to store settings or billing
• Clear navigation and intuitive layout
• Real-time data updates
• Mobile-responsive design

Dashboard Features

Key features available to staff members:

• Return request list with filters
• Search by order number, customer name, or email
• Sort by date, status, or priority
• Quick actions for common tasks
• Status indicators and progress tracking
• Activity log for audit trail

Permission Limitations

What staff members cannot access:

• Store settings and configuration
• Billing and subscription management
• Adding or removing other members
• Changing return policies
• Modifying workflows or automation
• Accessing financial reports
• Integration settings

View All Members

See your complete team:

1. 1Go to Settings > Members & Permissions
2. 2View list of all team members
3. 3See member name, email, and status
4. 4Check last login date
5. 5View role assignments

Edit Member Details

Update staff member information:

1. 1Click on member name in list
2. 2Edit name or email if needed
3. 3Reset password if requested
4. 4Update permissions if roles change
5. 5Save changes

Remove a Member

Revoke access when staff leaves or changes roles:

1. 1Go to Members & Permissions list
2. 2Find the member to remove
3. 3Click "Remove" or "Delete" button
4. 4Confirm removal
5. 5Member loses access immediately
6. 6All their activity remains logged for audit

Security Best Practices

Keep your team and data secure:

• Use strong passwords for all accounts
• Require staff to change temporary passwords on first login
• Use work email addresses only
• Remove access immediately when staff leaves
• Regularly audit active members
• Monitor activity logs for unusual behavior
• Don't share login credentials

Staff Onboarding

Set your team up for success:

1. 1Create comprehensive training documentation
2. 2Provide guided tour of staff workspace
3. 3Explain key workflows and processes
4. 4Set clear expectations for response times
5. 5Establish escalation procedures
6. 6Schedule regular check-ins initially
7. 7Provide contact for questions and support

Monitor Activity

Track team performance and identify issues:

• Review activity logs regularly
• Track return processing times
• Monitor staff workload distribution
• Identify training opportunities
• Recognize high performers
• Address issues promptly
• Use data to optimize processes

Common Issues and Solutions

Resolve member access problems:

Issue: Activation Email Not Received

If staff member doesn't receive activation email:

1. 1Check spam/junk folder
2. 2Verify email address was entered correctly
3. 3Wait 10-15 minutes for email delivery
4. 4Resend invitation from admin panel
5. 5Try alternative email address if persistent
6. 6Contact support if issue continues

Issue: Staff Cannot Login

If staff member cannot access their account:

1. 1Verify they're using correct email address
2. 2Check password is entered correctly
3. 3Try password reset if forgotten
4. 4Ensure account was activated via email link
5. 5Verify member hasn't been removed from system
6. 6Check for any browser or cache issues
7. 7Clear browser cache and try again

Issue: Staff Member Missing Features

If expected features aren't available:

1. 1Verify staff member is logged in (not admin)
2. 2Check permissions are set correctly
3. 3Refresh browser page
4. 4Clear cache and cookies
5. 5Verify feature is available in your plan
6. 6Contact admin to verify permission settings