Decide what each person on your team can see and do
A role is a set of permissions you give to staff. Use the built-in Owner, Manager, Cataloger, Accounts and Cashier roles, or make your own, like Warehouse staff.
What this page is for
Every team member has one role. The role's permissions decide which pages they see and what they can change. Change a role here and everyone with it changes at once.
You need the Manage roles permission.
The built-in roles
Roles marked System come with your store. You can view them but not edit or delete them.
- Owner: every permission. The person who runs the business.
- Manager: runs the shop day to day — products, categories, brands, customers, orders, counter billing, stock, purchases, cost and wholesale prices. Manager can open and read Orders but can't change an order's status or refund it (that is Manage orders), and can't change settings, the team or roles. To let someone handle orders fully, make your own role with Manage orders.
- Cataloger: adds and edits products, categories and brands, imports and exports, adjusts stock and sees cost prices.
- Accounts: sees customers and approves or rejects trade price access.
- Cashier (stores with counter billing): bills at the counter and sees or adds customers. No cost or wholesale prices, no settings.
Make your own role in 4 steps
- 1
Start a new role
Roles & permissions → New role
Give it a name your team understands, like Warehouse staff or Senior cashier.
- 2
Switch on what it needs
Permissions
Permissions are grouped: Catalog, Customers & access, Orders, Counter billing & stock, and Administration. Each switch says what it allows. Select all turns on a whole group.
- 3
Leave money permissions off unless needed
View wholesale prices, See cost prices
Without these, staff see only retail prices and never what an item cost you, on every screen and in every file they download.
- 4
Save and give it to people
Save, then Team → Edit → Role
Tap Save. Then open Team, edit each person and pick the new role.
Permissions to think twice about
- View wholesale prices: your trade prices, quantity breaks and per-customer prices.
- See cost prices: what you paid for each item, in stock screens and reports.
- Give counter discounts, Counter returns & refunds, Cancel counter bills and Cash in / cash out: they move money at the counter. Each use is saved with the person's name.
- Manage users and Manage roles: whoever has them can give themselves more access.
- Download full backup: one file with all your customers and sales.
What the labels on this page mean
- System
- A built-in role. It can be viewed but not edited or deleted. To change it, make your own role with the permissions you want.e.g. Want a Cashier who can give discounts? Make Senior cashier with Bill at the counter + Give counter discounts.
- Permissions
- How many permissions the role has. Owner has every permission.e.g. Cashier · 2 permissions.
- View wholesale prices
- Lets the role see trade prices, quantity-break prices and per-customer prices. Without it, staff see retail prices only.e.g. Off for counter staff; on for whoever sets trade prices.
- See cost prices
- Lets the role see what each item cost you, in stock screens and reports. Without it the Cost column is hidden.e.g. Off for cashiers so they can't see your margin.
- Select all
- Turns every permission in that group on or off at once.e.g. Select all under Catalog for a full product editor.
- Delete
- Removes a role you made. A role still given to someone can't be deleted; move them to another role first.e.g. "Cannot delete role “Packer”: 2 admin(s) are still assigned to it. Reassign them first." → move them to another role in Team.
Read next
Common questions
- Why can't I edit the Cashier or Manager role?
- They are System roles. Make a new role with the permissions you want and give it to your staff instead.
- How do I hide my cost price from staff?
- Give them a role without See cost prices. Cost is then hidden on every screen and in every file they download.
- How do I let a cashier give discounts?
- Make a role with Bill at the counter and Give counter discounts, and give it to that cashier. Limits on how much they can take off are in Settings → Counter billing.
- I can't delete a role.
- Someone still has it. Open Team, move them to another role, then delete it.
- What does No role mean on the Team page?
- That login can sign in but sees nothing. Give them a role to let them work.
- Can a Manager change settings?
- No. The Manager role has no Manage settings, Manage users or Manage roles. Make a custom role with Manage settings if you need it.
- Do changes to a role apply straight away?
- Yes, for everyone with that role, the next time they open a page.
- Who should get Download full backup?
- Usually only the owner. The file holds every customer's phone number and all your sales.