Guide
Team roles and what each one can do
What each of the seven roles can do, and what roles cannot express.
Every person on your team holds exactly one role: Owner, Admin, Planner, Purchasing, Warehouse, Finance, or Read-only. Roles are assigned per person, not per record — there's no way today to grant someone access to some orders but not others; access is scoped by what area of the product a role covers (inventory, orders, purchasing, warehouse, finance, reports, settings), not by which specific record.
Owner and Admin are the only roles that can manage the team itself — inviting people, changing someone's role, and removing someone. Every other role can do the work its name describes, but none of them can add or remove teammates or change anyone's role, including their own. Specifically:
- Purchasing creates purchase orders and approves them.
- Warehouse receives shipments, manages locations, and runs stock counts — planning a count, entering it, and posting it. Note that *approving* a count with a variance is not a Warehouse permission; that step belongs to Planner, Owner or Admin, which is a deliberate second pair of eyes on a number that moves stock rather than an oversight.
- Finance manages the money side of returns — refunds and return-to-vendor credits — and, once an Owner or Admin has connected QuickBooks or Xero, its account mapping. Connecting an accounting system is itself an Owner/Admin action, the same as every other integration.
- Planner manages inventory and the catalog, raises purchase orders, and decides approvals.
Reports and every area's own read-only view are visible to every role — restricting visibility of a specific screen isn't something a role can do today, only restricting who can act on it.
Read-only can see the operational product — inventory, orders, purchasing, warehouse, finance, reports — but cannot make any change anywhere in it. Useful for an accountant, an investor, or anyone who needs visibility without the ability to act. What it cannot see is team management itself — the roster and pending invitations — which is Owner/Admin only, for every role below them and not just for Read-only. Workspace settings such as the purchase-order approval policy and planning defaults are readable by everyone and changeable only by an Owner or Admin.
If someone says they can't do something you'd expect their role to allow, confirm which role they're actually assigned (Settings → Team, visible to Owner/Admin) before troubleshooting further — a surprising number of "this is broken" reports turn out to be the wrong role.