Add a seller to your system
When to add a seller
Add a seller profile before you:
- Link one-of-a-kind inventory to a seller
- Create listings with AI QuickList that need seller attribution
- Move items into intake or active resale workflows
- Process seller payouts later
- Track item status across in-store and online sales
A complete seller profile helps keep inventory attribution accurate from intake through sale and payout.
Preferred workflow: Have the seller create their own profile
The recommended workflow is to have the seller create their own Ribbn profile in the Ribbn app.
Why this is the preferred option
This method helps you avoid common setup issues because it:
- Keeps personal and contact details accurate
- Reduces duplicate profiles
- Lets sellers manage their own information
- Makes it easier to link the right seller profile to products and payouts later
Use self-signup whenever possible, especially before creating product records for one-of-a-kind items or starting intake for resale inventory.
How the seller self-signup flow works
- Ask the seller to download the Ribbn App.
- Have them create an account.
- They log in using a one-time passcode sent by email.
- If they are selling with your store for the first time, they should select your store during setup.
Once that setup is complete, their profile is linked to your store and is ready for seller-related workflows.
Best time to use this workflow
Use seller self-signup when:
- The seller is available in person
- The seller can complete setup on their own device
- You want to minimize profile errors before intake
- You plan to add products, consign inventory, or prepare omnichannel listings right away
Manual workflow: Add a seller from the dashboard
If the seller cannot create their own profile, you can add them manually in Ribbn.
Steps
- Go to Customers.
- Select All Customers.
- Click Create Customer.
- Enter the seller’s:
- Name
- Email address or phone number
- Save the profile.
Ribbn creates the customer account immediately.
What to enter
| Field | What to use | Why it matters |
|---|---|---|
| Name | Seller’s correct full name | Helps staff find and match the right profile during intake and payout workflows |
| Email or phone number | A working contact method the seller can access | Required for login using a one-time passcode by email or SMS |
Do not create a seller without a valid email address or phone number if they will need to access their account. Their contact method is used for one-time passcode login.
Seller status in the system
When you manually create a profile, Ribbn creates it as a customer account first.
Once that person begins selling through your store, Ribbn automatically adds a green Seller label to the profile.
This keeps terminology consistent with seller profiles while allowing you to register people before their first item is actively selling.
After the seller is added
After registration, the seller is ready for the next operational steps in your workflow.
Typical next steps include:
- Link intake items to the correct seller profile
- Create product records for one-of-a-kind items
- Use AI QuickList to speed up product creation
- Track inventory status as items move through intake, listing, sale, and payout
- Prepare items for in-store and online selling workflows
How to choose the right method
| Situation | Recommended method |
|---|---|
| Seller is present and can use their phone | Seller self-signup |
| Seller is new and you want to reduce duplicate records | Seller self-signup |
| Staff need to set up the profile for them | Manual dashboard entry |
| Seller cannot complete app setup right now | Manual dashboard entry |
Operational notes
- Use the seller’s correct contact details the first time to avoid duplicate profiles.
- Add the seller before listing products whenever possible.
- For resale and re-commerce workflows, accurate seller attribution is important from the start.
- This is especially important for one-of-a-kind inventory, where each item must stay tied to the correct seller profile across status changes and sales channels.
Exceptions
Use the manual workflow if:
- The seller is not ready to install the app
- The seller needs staff help during intake
- You need to create the profile quickly before continuing store operations
If you use the manual method, confirm the seller’s name and contact details carefully before saving.
Quick checklist
- Choose self-signup if possible
- Confirm the seller is linked to your store
- If creating manually, enter the correct name
- Add a valid email address or phone number
- Check that the profile is ready before linking products
- Continue with intake, product creation, and future payout workflows
Related workflow outcome
A correctly added seller profile helps you:
- Attribute inventory correctly
- Support smoother intake for resale items
- Keep one-of-a-kind products matched to the right seller
- Maintain cleaner records across in-store and online operations
- Avoid delays when it is time to process payouts