Manage User Access Across Multiple Stores

Use this guide to add, transfer, or remove store access for an existing myKaarma user without creating a duplicate account.

Overview

A user can have one identity with access to more than one store. Store access, home store, role, department, team, and Dealer Management System (DMS) or employee identifiers may need to be reviewed separately for each location.

Before you start

• Confirm that you are authorized to manage users for the source and destination stores.
• Identify whether the change is additional access, a transfer, a home-store correction, or removal.
• Confirm the required role, department, team, and DMS or employee identifier for each store.
• Obtain any approvals required by your organization.

Find the existing user

1. Go to Settings » Users » Manage Users.
2. Search by the employee's name or email address.
3. Adjust the available filters if the user does not appear.
4. Open the existing record and review User Information, User Settings, and Multi-store Access.

Important: Do not create another user when the employee already has a myKaarma identity.

Add access to another store

1. Open the user's Multi-store Access section.
2. Add the destination store using the available store-access control.
3. Assign the appropriate role, department, team, and store-specific settings.
4. Enter or confirm the required DMS or employee identifier for the destination store.
5. Save the changes.
6. Have the user sign out and sign back in.
7. Ask the user to select the destination store and confirm the required tabs and workflows are available.

Expected result: The user can switch to the destination store and sees only the access needed there.

Transfer a user to a new store

1. Add the destination store before removing the source store.
2. Configure and verify the user's destination-store role, department, team, and DMS or employee identifier.
3. Update the home store when the destination should become the user's primary location.
4. Have the user sign out, sign back in, and test the destination-store workflow.
5. After verification and approval, remove access to the source store if it is no longer needed.

This sequence helps preserve the user's identity and history while preventing an access gap during the transfer.

Remove store access

1. Open the user's Multi-store Access section.
2. Confirm that the user no longer needs the location and that any required reassignment or approval is complete.
3. Remove the store using the available control.
4. Save the changes.
5. Have the user sign out and sign back in, then confirm the removed location is no longer available.

Review access regularly

• Keep only the stores the user currently needs.
• Review the home store and active location before sensitive work.
• Confirm store-specific roles and permissions instead of copying broad access from another user.
• Remove temporary access when the approved period ends.

Troubleshooting

The destination store is missing

Confirm that you are authorized to manage the destination and that it is within the same supported organization or dealer group. Contact your provisioning team or myKaarma Support when the move crosses organizational boundaries.

The email address is already tied to another location

Search for the existing identity and update its store access. Do not create an alternate email address or a duplicate user as a workaround.

The user sees the wrong home store

Review the home-store setting and save the intended location. Have the user sign out and sign back in before checking again.

The store was added but does not appear

Confirm that the save completed, then have the user sign out and sign back in. Review the store selector and the user's store-specific role, department, team, and identifier.

The user sees the store but not the expected tabs

Review the permissions and product availability for that store. Store access alone does not guarantee every feature.

Related articles

• How do I add, remove, and manage users?