Permissions reference

This page lists what each built-in role allows, module by module. It follows the rules the server checks. For how to give someone a role, see Roles and permissions.

The five built-in roles#

Built-in roles are marked System role. You cannot edit, disable or delete them. If you need a different mix, make a custom role.

The Administrator is not a role. It is the account of the person who signed up and owns the business. The Administrator can do everything.

Rules that come before the grid#

• Some actions are for the Administrator only. No role unlocks them, not even Admin. See Administrator only actions below.
• Access comes from roles only. A person's access is everything their roles allow, added together. For store staff, only the roles for the store they are working in count.
• A disabled role grants nothing. Disabling a role is a quick way to remove access from everyone who holds it.
• You cannot give what you do not have. You can only create, edit, assign or re-enable a role if you hold every permission in it.
• Store roles have a limit. A role for a store can hold full access to store modules (orders, invoices, tables, returns, refunds, inventory), view and edit for customers, staff, activity and roles, and view only for business wide modules such as products or discounts. Exports cannot be given to a store role at all.
• You cannot change your own roles.

Levels in the role editor#

The role editor sets one level per module: None, View, View & Edit or Full. The grid below lists the actions each level turns into.

Selling#

Order actions that only Admin and Store Admin hold: Void payments, Verify bank transfers and Configure order labels. A Cashier cannot design the invoice template.

Catalogue and stock#

Products, categories and images belong to the whole business. That is why a store role can only view them: a change from inside one store would change every store.

Customers and discounts#

Export customers and Delete customers are held only by Admin. Staff who work in a single store cannot export customers, whatever their role.

Applying a discount to an order uses order permissions. A Cashier can apply a discount at checkout but cannot create one.

Team, analytics and admin#

Notes on this grid:

• Invite in Manage Staff is shown for completeness. Inviting staff is still for the Administrator only (see below). A Store Admin can edit staff and resend an invite.
• Fulfillment settings does not appear in the role editor. Only Admin and Store Admin hold it.
• A Store Admin can only create and edit roles for their own stores. They cannot change roles that cover all stores.

Administrator only actions#

These actions are for the Administrator only. The server refuses them for everyone else, including staff with the Admin role. The buttons are hidden for other staff.

• Invite a staff member.
• Enable or disable a staff account.
• Create a store.
• Edit a store, including enabling or disabling it.
• Give someone the Admin role, or full access.
• Everything in Business Settings and Billing: the business profile, the plan, seats and payment. In the role editor these rows show Administrator only.

If someone else tries, the message is "only the business administrator can do this".

Watch out#

Related pages#

Roles and permissions · Custom roles · The Administrator · Plan capabilities