Create and manage roles

Before you start

Changes apply when staff next load a page or open OrderPilot on POS. To block one person, suspend their access instead of disabling a shared role.

Create a role

1. 1

   Step 1: Open the role editor

   Go to Settings›Staff & roles›Roles and click Create role. New role opens with Not saved yet.

   To start from an existing role, choose Duplicate on its card. The editor opens Copy of that role, omitting permissions you cannot grant.

2. 2

   Step 2: Name and describe the role

   Enter a unique Name, up to 60 characters, and an optional Description, up to 300 characters.

   The description appears when someone chooses a staff member's role. Use it to explain the job the role supports.

3. 3

   Step 3: Choose app access

   Under Where they can use OrderPilot, tick In Shopify admin, On Shopify POS, or both.

   A new role starts with both enabled but no permissions. If both are off, the role cannot open OrderPilot anywhere.

   POS applies its own restrictions, including always hiding vendor costs.

4. 4

   Step 4: Select permissions and save

   Tick the individual permissions or permission groups needed for the job. Read dependency hints and the N of 48 selected count.

   Set the record access described below, then click Save in the save bar. Role created confirms the new custom role.

   

Edit an existing role

1. 1

   Step 1: Open and change the role

   Choose Edit role on its card. Change permissions, record scope or allowed surfaces.

   The header identifies how many people hold the role and who last changed it. Use that count to check who will be affected.

2. 2

   Step 2: Review the changes

   Click Save. If an assigned role's permissions, records or surfaces changed, Save changes to opens.

   It names who holds the role and lists only what changed: They’ll be able to, They’ll no longer be able to, Which records or Where they can use OrderPilot. The change is recorded on the Activity tab under your name.

   Click Save role to apply the reviewed change. Other saves can complete directly without this review dialog.

   

Choose which records the role reaches

1. 1

   Step 1: Set the viewing scope

   In Which records, choose Quotes and orders they can see: Assigned to them, All at their locations or All in the shop.

   Assigned to them uses the order's owner, its primary salesperson. Being credited further down the list doesn't grant access. See assignment and salespeople for that distinction.

2. 2

   Step 2: Set change and purchasing scope

   Choose Quotes and orders they can change. It cannot be wider than what they can see.

   For Purchase orders they can access, choose At their locations or All in the shop.

   Save and review the change. A wider viewing scope can let staff read records they still cannot edit.

   If a choice is greyed out, first select the permission that enables that area. You also cannot grant a scope wider than your own.

Hide costs from a role

1. 1

   Step 1: Remove the cost permissions

   Untick View costs, Enter costs and charges and Correct received costs.

   Also untick View all commission and profit, which enables View costs and View own commission. Check the resulting permissions before saving.

2. 2

   Step 2: Review the remaining work

   Save the role and check its intended job. Staff can still receive goods with Receive items while cost columns remain hidden.

   Receipt costs use the PO price when the person cannot enter costs. Customer-facing documents and POS do not expose internal order costs.

   Without cost access, a PO email can go only to the vendor and default CC/BCC recipients.

Screen reference

Delete a role

1. 1

   Step 1: Clear its assignments

   Move current staff to another role and clear any pre-assignments. If it is the default for people without a role, change that default in Access rules.

   You cannot delete your own role while assigned to it. Ask another administrator to change your assignment first.

2. 2

   Step 2: Delete the unused role

   Choose Delete role from the role card's menu or at the top of the role page. Read the named confirmation before confirming.

   Role deleted confirms removal. Deletion is permanent, and a deleted starter role stays deleted.

What happens next

Assign a new role through Staff. Changes to existing roles appear on Activity under the person who made them.

A role with no staff remains available as a custom role until assigned or deleted. It does not alter anyone's permissions by existing alone.

If something goes wrong