Roles and permissions

This guide is for store owners and admins. It explains the three store roles, every permission you can give staff, and how to set up custom roles on Pro and Ultimate.

To add people to your team first, see Invite your team.

The three roles

Every team member is an owner, an admin or staff. Owners and admins hold every permission. Staff get only what you give them.

A store has one owner. See Transfer or close your store to hand it to someone else.

What every team member can see

Whatever their permissions, everyone on the team can open Overview, Analytics, the Products list, Reviews and Notices. Once your store uses approvals, everyone also sees Approvals, where staff follow their own requests.

Anything else in the sidebar appears only when someone has a permission that opens it.

Permissions

These are the permissions Enviglo checks. Owners and admins have all of them.

Products

Any one of these opens a product. Each tab then needs its own permission.

Orders

Staff need See sales and customers to open the Licenses and Customers pages, which is where licenses are granted, revoked and transferred and customers are banned. Tick it alongside those permissions.

Messages

Reviews

Store

Store notifications follow permissions too. Staff hear about sales only with See sales and customers, new messages only with Reply to messages, custom requests only with Handle requests, new reviews only with Remove reviews, and requests for approval only with Approve changes.

Tick permissions for one person

Every plan can give each staff member their own set of permissions by ticking areas. On Free, where custom roles aren't available, it's the only way. Each area stands for a group of the permissions above.

Audit log and Approve changes aren't in any area. Staff can only get them from a custom role.

To change what a staff member can do:

1. In your store's dashboard, open Settings → Team.
2. Under Members, select the button on their row that shows what they can do now.
3. Tick the areas they need. If your store has custom roles, set Access to Permissions ticked for them first.
4. Select Save.

They get a notification saying what they can now manage. Unticking everything leaves them able to look around the dashboard but not change anything.

Custom roles (Pro and Ultimate)

A custom role is a named set of permissions, like "Support" or "Builder", that you put staff on. Change the role and everyone on it changes with it. Roles are built from the individual permissions, so you can go finer than the six areas: let someone grant licenses but not revoke them, or edit products without touching prices.

Pro stores can have 5 custom roles and Ultimate stores 20. Free stores can't make them. The Roles section shows how many you've used. Custom roles are only for staff, because owners and admins already hold every permission.

Create a role

1. Open Settings → Team and go to Roles.
2. Select New role.
3. Give it a Name of up to 32 characters. Optionally add What it's for.
4. Tick what staff on the role can do. Permissions are grouped into Products, Orders, Messages, Reviews and Store. All ticks a whole group and Clear unticks it.
5. Select Create role.

Anything left unticked, staff on the role can see but not change.

Put staff on a role

• Someone already on the team: select the button on their row under Members, pick the role under Access, then select Save. They're told what the role lets them do.
• Someone new: when you invite them as staff, pick the role under Access on the invite form.

To take someone off a role, pick Permissions ticked for them under Access, tick what they need, and select Save.

Edit a role

Select Edit on the role, make your changes, then select Save role. The changes apply straight away to everyone on it.

Delete a role

Select the delete button on the role, then Delete role. People on it go back to the permissions ticked for them. Anyone who joined straight onto the role has nothing ticked, so they can look but not change anything until you give them some.

If your store moves to Free

Staff on a custom role keep their access. You can't create, edit or assign roles until you're on Pro or Ultimate again, but you can still delete them or take people off them.

Switching someone between admin and staff

Only the owner can do this, from the dropdown on the person's row under Members. Moving someone from admin to staff starts their access again with Licenses only, off any custom role. See Invite your team.

Troubleshooting

• "You do not have permission to do that." Your role doesn't include the permission for what you tried. Ask an owner or admin to add it.
• A staff member can't see a page they need. Check the permission that opens it in the tables above. For licenses and customers, they also need See sales and customers.
• "Custom roles come with the Pro and Ultimate plans." Your store is on Free. Tick permissions per person instead, or upgrade. See Plans, limits and fees.
• The New role button says "Your plan's 5 roles are in use". Delete a role you don't need, or move to Ultimate for 20.
• "There's already a role with that name." Role names must be different within a store.
• "Tick at least one thing this role can do." A role needs at least one permission.