Roles and permissions
Learn what each standard role can do, and create your own roles with exactly the access people need.
Every user has one user level. It controls which menus they see and what they can do.
Standard roles
| Role | What they can do |
|---|---|
| Administrator | Everything, including settings and users. Can't be changed. |
| Manager | Everything except settings, users, roles and Xero settings. Can see the Audit Log. |
| Staff | Day-to-day work: orders, picking, packing, receiving, transfers and stock adjustments. No costs, financial reports, Xero or settings. |
| Read Only | Can look but not change anything. No costs, financial reports, Xero or settings. |
Create your own role
Go to Settings → Users and click Roles & Permissions.
Under Your roles, click + New. Name the role, such as Warehouse or Accounts. Choose what to Start from: empty, or a ready-made starting point such as Sales.
Tick what the role needs. Permissions are grouped by area: Dashboard, Contacts, Products and stock, Sales, Purchases, Transfers, Reports, Xero, Settings and users, and Email.
Good to know: ticking a permission also ticks anything it needs. For example, Edit products needs View products, View pricing and View cost price.
Click Create role (or Save changes).
Go to Settings → Users → Manage user and choose the role as their User level.
If someone can't see something
- A missing menu or button means their role doesn't include it. Check their User level.
- No access yet means their role has no permissions. Give them a role with at least one.
Permissions worth knowing
| Permission | What it covers |
|---|---|
| View cost price and View cost and margin on orders | Hide what you pay from people who don't need it. |
| View financial figures | Sales totals and values on the dashboard. |
| Receive stock | Includes Auto Receive and closing a purchase order. |
| Close order | Shipping a sales order. |
| Complete transfer | The moment stock moves. |
| Send emails from orders | Attaching an order's PDF also needs permission to print it. |