Users and roles

Invite your people, give each the role their job needs and change or remove access when it changes.

Updated 10 November 2026

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Why: The person who counts stock should not see a margin and the person who quotes should not change the price rules.
How: An admin invites an address with a role from the Users section; the role and the areas can be changed at any time.

The roles

Role	What it can do	Areas a new invitation starts with
Viewer	Reads what their areas show, with prices. Changes nothing.	Quotes, Orders, Customers and Suppliers
Operator	Counts stock. Never sees a price, a cost or a margin.	Stock
Sales	Creates and edits quotes, orders, customers, suppliers and their contacts.	Commerce, Design, Wizard, Quotes, Orders, Catalogue and Customers
Engineer	Everything Sales does, plus the catalogue and the design modules, stock (movements, locations and counts) and suppliers' price lists. Sees costs and margins.	Commerce, Design, Wizard, Quotes, Orders, Catalogue, Stock, Customers and Suppliers
Admin	Everything an Engineer does, plus the settings, users and invitations, pricing rules and special prices, imports, integrations and API keys.	Every area the workspace has
Owner	Everything an Admin does, plus billing, making another owner and deleting the organisation.	Every area the workspace has

The role is what the database checks on every read and write. The areas only narrow what a person's menu shows and never widen what their role allows. Settings is never narrowed away: everyone keeps their own profile.

Invite someone

Step 1.
Open Settings, then Users. It needs the Admin role or above.
Step 2.
Enter their email address and choose the role: Admin, Engineer, Sales, Operator and Viewer.
Step 3.
Choose Invite. They are emailed a link that works for that address only and lasts 14 days.

The invitation is the only way a person joins a workspace: there is no public sign up. A pending invitation shows the date it runs until and can be sent again or withdrawn. If the workspace has reached the number of people it holds, the invitation is refused and says so.

Role templates

On the Settings pages an invitation can start from a role template, one per job, which sets the role and the areas in one step. A workspace is offered the templates that fit the parts it has, can save its own from a member's setup and can change a person's role or areas afterwards.

Template	Role	Areas	For
Internal Sales	Sales	Quotes, Orders and Customers	Quotes and follows the order through, with the customers behind them.
Applications Engineer	Engineer	Quotes, Orders, Customers, Catalogue, Design and Wizard	Everything Internal Sales has, plus the catalogue, the design modules and the wizards.
Estimator	Sales	Design, Quotes and Catalogue	Prices the work: the design modules, the quotes and the catalogue they are built from.
Buyer	Engineer	Suppliers, Orders and Stock	Runs the buy side: suppliers, purchase orders and the stock they replenish.
Stores	Engineer	Stock and Orders	Receives, counts and moves stock.
Marketing	Sales	Commerce, Wizard and Catalogue	Runs the outward side: the website, its catalogue and the wizards customers use.
Finance	Viewer	Orders, Customers, Suppliers and Billing (read only)	Reads the orders, the customers, the suppliers and the billing and changes none of them.
Administrator	Admin	Every area the workspace has	Everything: every area, the settings and the users.

Change a role or remove someone

Change a person's role from the list in Users. The change is recorded for the workspace.
Only an owner can make another owner, change an owner's role or remove an owner.
A workspace always keeps at least one owner: the last one cannot be demoted or removed.
Removing a person ends their access at once. What they have done stays on the record.

What a person can do through Claude follows the same role: see signing in and what your role allows.

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