Custom Team Roles
Custom Team Roles let you go beyond the four built-in roles (Admin, Read Only, Stock Updater) and create roles tailored exactly to what each person on your team should be able to do. You control every permission individually, and any changes you make to a role are applied instantly to everyone assigned to it.
Who can do this? Only the account owner can create, edit, and assign custom roles.
Part 1 — Create a Custom Role
- Open the More tab (bottom-right of the screen).
- Tap Team Members.
- Tap the ··· button in the top-right corner, then choose Manage Team Roles.
- Tap the + button in the top-right corner of the Team Roles screen.
- Give the role a Name (required) and an optional Description to help you remember what it’s for.
- Scroll through the permission sections and toggle each permission on or off:
| Section | Permissions available |
|---|---|
| Dashboard | View totals, View item history |
| Items | View, Create, Edit, Delete, Adjust quantity, Move, Import, Export, View quantity, View price, Add attachments |
| Folders | View, Create, Edit, Delete, Change template |
| Templates | View, Create, Edit, Delete |
| Option Sets | View, Create, Edit, Delete |
| Invoices | View, Create, Edit, Delete, Send |
| Customers | View, Create, Edit, Delete |
| Users | View members, Invite, Remove |
- Tap Save. The role is now available to assign to any team member.
Tip: New roles start with a safe default — users can view items and folders but nothing else is enabled. Turn on only what that person needs.
Part 2 — Assign the Role to a User
Assigning to an existing team member
- Open the More tab → Team Members.
- Tap the team member you want to update.
- Tap the Team Role row.
- Under Custom Roles, tap the role you just created. A checkmark confirms your selection.
- Tap the back button — the change is saved immediately.
Assigning during an invite
When inviting a new user, the invite flow includes a Team Role step. Under Custom Roles, select your custom role before sending the invite. The user will have that role the moment they accept.
Managing Roles Over Time
- Edit a role — Go to Manage Team Roles and tap any role to update its name, description, or permissions. All users assigned to that role pick up the changes automatically.
- Archive a role — Swipe left on a role and tap Archive to retire it without deleting it. Archived roles cannot be assigned to new users but existing assignments are not affected until you change those users to a different role.
- Restore a role — Toggle Show Archived in the Team Roles list, then swipe left on the archived role and tap Restore.