Roles

Every member of staff has a role, and the role decides which screens they get. A role applies across every site: nobody has a role on just one site.

Role	In short
Super admin	Everything, including staff accounts.
Manager	Runs the business day to day: all customers and sales, catalog, content, sites, settings and automations. Not staff accounts.
Sales rep	Their own customers, plus the pool of customers and requests nobody has taken yet.
Accounts	Sees every customer and sales document, and can export them. Doesn’t quote from the pool.
Catalog editor	Products, categories, brands, suppliers and files. No sales, no site setup.

A super admin picks a person’s role on Users. That is the only part that is set in the panel.

Which screens each role gets

Screens	Super admin	Manager	Sales rep	Accounts	Catalog editor
Dashboard, Background Tasks, the assistant chat	Yes	Yes	Yes	Yes	Yes
Sales group: customers, requests, quotes, orders, invoices, credit notes, payments, purchase orders, tasks	Yes	Yes	Own and pool	Yes	No
Catalog group	Yes	Yes	No	No	Yes
Suppliers group	Yes	Yes	No	No	Yes
Configuration: Catalog and Decoration screens	Yes	Yes	No	No	Yes
Media Library	Yes	Yes	No	No	Yes
Pages, Posts, Post Categories, Reusable Blocks, navigation menus	Yes	Yes	No	No	No
Sites, and every screen inside a site	Yes	Yes	No	No	No
Forms and their submissions	Yes	Yes	No	No	No
Configuration: Settings, Merge Tags and the Sales screens	Yes	Yes	No	No	No
Custom Fields	Yes	Yes	No	No	No
Automations	Yes	Yes	No	No	No
Users	Yes	No	No	No	No
Activities (the whole activity log)	Yes	No	No	No	No
Configuration: Assistant Usage and Tool calls	Yes	No	No	No	No

Actions that depend on the role

You can	Super admin	Manager	Sales rep	Accounts	Catalog editor
See every customer	Yes	Yes	No	Yes	No
Take a customer or request from the pool	Yes	Yes	Yes	No	No
Assign a customer to any rep	Yes	Yes	No	No	No
Delete a customer	Yes	Yes	No	No	No
Delete a quote request (spam), unless a quote was made from it	Yes	Yes	No	No	No
See and manage everyone’s tasks	Yes	Yes	No	No	No
Export lists	Yes	Yes	No	Yes	No
Re-sync a feed from an earlier run (replay)	Yes	No	No	No	No

What a sales rep sees

A rep sees a customer if they own it, or if it has no owner (the pool). Quotes, orders, invoices, purchase orders and payments follow from that: a rep sees a document that is theirs, or that belongs to a customer they can see. If a customer moves to another rep, the first rep keeps their own documents and loses the customer.

Tasks are the same, plus any task assigned to them or created by them. A rep can delete a task they created, but not one someone else created.

These limits apply to lists, single records, global search, the dashboard and the assistant alike. They don’t apply to automations, which see everything.

Records that must stay in place

An invoice has no delete button. It is credited, or voided by cancelling its order.
A quote or order can be deleted only until it has a number. After that, cancel it.
A purchase order can be deleted only as a draft.
Quote requests come from the storefront, and staff can’t create or edit them.
Payments are recorded and removed on their invoice, never from the Payments list.

A person with more than one role

The Role list on a user is a set of checkboxes, so someone can have several. They then get everything each role allows: a Sales rep who is also a Catalog editor sees both areas. A person with no role can’t sign in.