# Manage people, queue membership and floor stations

Keep central grants, site restrictions, queue membership and browser pairing aligned.

Source: https://help.smartfact.ai/manuals/refillflow/team-and-stations

Review edition: 25 October 2026

Roles: owner, supervisor, stores, operator

The owner uses **Team & stations** to restrict site roles and prepare floor stations. **Stores queues** controls queue membership. A central grant, local role, queue membership and paired browser serve different purposes; check the combination needed for the person's actual task.

## Keep Accounts and site assignments aligned

Use **Open this organisation in Accounts** to invite someone or change central RefillFlow grants. In **People at this site**, a person can follow their Accounts roles or be restricted here. Tick the intended roles and choose **Save roles** to restrict them to roles also granted centrally. Local changes never widen Accounts access.

**Remove from site** ends the person's station sessions and keeps their history. They remain excluded until an owner assigns roles again. Find them under **Not at this site**, choose permitted roles and use **Assign**. Resolve a missing central grant in [Accounts access](/manuals/accounts/manage-access), rather than repeatedly assigning a local role it does not grant.

Every change here needs recent Accounts verification. Owner alone does no refill work. In particular, the person recording floor receipts needs Operator; accepting, picking and dispatching needs Stores and current membership of the supplying queue. See [roles and actions](/manuals/refillflow/roles-and-actions).

## Give stores staff the correct queue

On **Stores queues**, find the intended queue and review its members. Use **Add a person** and **Add to queue**, or **Remove** beside an existing member, for the actual team. Queue membership does not grant the Stores role, and the Stores role does not grant membership of every queue.

Before a shift handover, confirm both requirements. A supervisor who also helps with ordinary fulfilment still needs Stores and the current queue membership for acceptance, pick and dispatch. Supervisor exception authority does not substitute for that combination.

## Enrol and pair the floor browser

In **Floor stations**, enter **New station name** and choose **Enrol station**. Open **Team & stations** on the actual station computer and choose **Pair this browser**. If replacing the paired browser, use **Pair this browser instead** deliberately. Operators still sign in by name, one at a time; the stores console needs no floor station.

For that station, select the receiving locations and choose **Save receiving locations**. None chosen means roaming, so receipt needs the location card. A single binding can provide the location evidence for that receiving point. Saving bindings makes anyone working there start again, so coordinate changes before the next physical receipt.

Set **Scanner ends each scan with** to the scanner's actual Enter or Tab setting, then choose **Save the terminator**. The new terminator applies from the next page load. Check real scanner behaviour separately through [setup and activation](/manuals/refillflow/setup-and-activation); pairing or saving a setting is not a successful hardware test.

## End or move station authority safely

The station row shows pairing and the current or lapsed session. **End session** ends that station session without changing its open refill work. **Unpair** removes the browser pairing, so a browser must be paired again before floor work resumes. **Retire** retires and unpairs the station while retaining its history.

After pairing, binding, session or access changes, the operator checks their own sign-in and chooses **Start working here as [name]**. Use **Take over as [name]** only when actually replacing the person using that station. The floor's **Stop working here** ends the session; **Switch operator (sign out)** also signs out for the next person.

Settle an unconfirmed request or receipt through [uncertain results](/manuals/refillflow/uncertain-results) before changing pages where possible. Ending a session, taking over or pairing a replacement browser does not establish whether an earlier physical recording committed. Retain the cycle, container, leg and actual movement facts for the handover.