How do I manage Customer Permissions?

Customer Roles

Out of the box, four default roles are provided:

• Superuser: Has access to all features, including order approvals, billing, and creating new users.

• Standard: Can view products, prices, stock levels, create baskets, place orders, and view invoices, but cannot approve baskets, manage billing, or create new users.

• View Only: Can only view products,, stock levels, company orders, and invoices. Cannot create baskets or place orders.

• Restricted: Has the most limited access. Can only view products, prices, stock levels, create baskets, and view invoices. But cannot place orders without approval.

When you select a role from the dropdown, the default permissions are displayed.

• Locked permissions appear greyed out and cannot be changed.

• Editable permissions can be checked or unchecked as needed.

• Switching roles resets the permissions to the role’s defaults.

• Saving preserves any custom adjustments you have made.

Creating and editing roles

Users with Manage Users permission can create custom roles for their own company. Custom roles are useful when the built‑in roles do not fit your organisation.

To create a role:

1. In the My Account → Company → Roles section, click New Role.

2. Enter a Role Name and select a Parent Role. The parent role is used to build the role hierarchy for approval flows. – you can pick any existing role, including the built‑in roles or another custom role.

3. Adjust the permissions as needed by ticking or unticking the options (see the next section for details).  

4. Click Save to create the new role.  The role will appear in the roles list and can be assigned to users.

To edit an existing role, select it from the Roles list, make changes to the permissions or parent and save.

Permissions in Detail

Product Access

• View Products: Allows browsing, searching, and viewing product/category pages.
  Without it, users are blocked from all product-related pages and redirected to the home page.

• View Prices: Shows product prices throughout shop.  When disabled, all pricing information (including totals in the basket and checkout) is hidden. Users may still see prices on order confirmation emails.

• View Stock Levels: Shows or hides stock availability messages and filters.

• Create Baskets: Allows users to add products to their basket and access the basket page. Without it, add-to-basket buttons are hidden.

Orders and Approvals

• Place Orders: If enabled, users can proceed to checkout directly. If disabled, orders must be sent for approval before checkout.

• Review Orders: Allows users to review and fully reject orders awaiting approval. 

• Approve Quotes: Allows users to fully approve or reject orders awaiting approval. 

• View Company Orders: Lets users see all orders placed by their company, not just their own.

Account Management

• View Invoices: Grants access to invoice export (PDF, CSV). Without it, the button is greyed out.

• Manage Billing Information: Allows editing billing details for the company.

• Manage Billing Addresses: Allows creating, editing and deleting the addresses type billing used for invoicing.  Users without this permission can choose from existing addresses but cannot add or edit them.
• Manage Delivery Addresses: Allows creating, editing and deleting addresses type delivery.  Users without this permission can choose from existing addresses but cannot add or edit them.

• Create New Users: Enables the “Users” table in My Account, where users can create and manage other customer users within their company.
  
  

Behaviour of Permission Changes

When permissions are changed, users simply need to refresh the page to see the updates applied.

✅  This new functionality gives you complete flexibility to manage how your business customers interact with your shop, ensuring that the right people have the right level of access.