How to Set Team Member Permissions
| Feature Availability | User Permissions | Time to Complete | Skill Level |
|---|---|---|---|
| Launch, Grow, Scale and the free trial. Not available on Free | Store owner only | About 5 minutes per team member | Intermediate |
Summary
Overview: Choose exactly what each team member can see and do in your dashboard. Start from a role such as Cashier or Financial Manager, adjust each area (Orders, Contacts, Products, Billing, Store settings & administration and more), pick the store locations they work in, and decide whether they get an email for every new order.
Prerequisites:
- A store on Launch, Grow, Scale or the free trial.
- You are the store owner.
- At least one team member on your Users page. See How to Add Team Members.
Step-by-Step Instructions
Step 1: Open a team member's permissions
- In the sidebar, click Settings, then Users.
- Click the ... in the member's Actions column, then Permissions. (Archived members don't have this option.)
- The page Access for [name] opens, showing their email, status and role.
Step 2: Start from a role (optional)
Under Start from a role, click one of the role buttons to fill in the permissions below. Nothing is saved until you click Save changes.
| Role button | What it fills in |
|---|---|
| Cashier | Orders: View, Create, Edit. Contacts: View, Create, plus Create orders from a contact. Products, Categories, Variants, Add-ons: View. Mobile app |
| Store Manager | Orders and Contacts: all actions, plus Create orders from a contact. Social Inbox: both options. Products, Categories, Variants, Add-ons: all actions. Reports. Mobile app |
| Regional Manager | Everything in Store Manager, plus Lazada and Shopee listings (View, Publish / unpublish, Edit) and Also manage store locations |
| Website Developer | Page Builder and Blogs. Products, Categories, Variants, Add-ons: View |
| Financial Manager | Orders: View. Reports. Billing |
| System Admin | Everything on this page |
Clicking a role button replaces the areas shown on the page with that role's set. If the current permissions don't match any role, you see Currently custom, not one of these roles.
The role you chose when inviting the member gives them a starting set of permissions. That starting set may not match these buttons exactly, so check each area before you save.
Step 3: Choose where they work
Under Store access, in Where they work (Orders, stock and reports are limited to the branches you tick here.):
- Tick each store location this person works in, or tick All locations. Use Search locations... to find one.
- Ticked locations show as chips. Click the x on a chip to remove it.
If no location is ticked, you see Pick at least one location. Without one, this person sees no orders at all.
Step 4: Decide on new-order emails
Switch on Email them every new order to email this person about each new order placed at the locations ticked above (Only for the branches ticked above.).
- The switch is greyed out until at least one location is ticked (Tick a location first. There is nothing to email about yet.).
- If you untick every location, the switch turns off. Ticking a location again doesn't turn it back on. You see Turned off because this user had no locations. Turn it back on if you still want it.
Step 5: Set access for each area
Each area is a card with a switch. Switch it on to give access. For areas with actions, tick View, Create, Edit and Delete as needed. View is required. The other actions switch it back on. Unticking View removes all actions for that area.
| Section | Area | What it covers | Options |
|---|---|---|---|
| Selling | Orders | Customer orders, their status and fulfilment. | View, Create, Edit, Delete |
| Contacts | Customer records, their contact details and order history. | View, Create, Edit, Delete, Create orders from a contact | |
| Social Inbox | Messages from your connected Facebook and Instagram pages. | Read conversations, Customize the inbox | |
| Catalog | Products | The product list, stock levels and product pages. | View, Create, Edit, Delete |
| Categories | How products are grouped in your storefront menu. | View, Create, Edit, Delete | |
| Variants | Size, colour and other options of a single product. | View, Create, Edit, Delete | |
| Add-ons | Extras a shopper can attach to an order, like gift wrap. | View, Create, Edit, Delete | |
| Lazada listings | Products you have published to the connected Lazada shop. Shown only while Lazada is connected. | View, Publish / unpublish, Edit | |
| Shopee listings | Products you have published to the connected Shopee shop. Shown only while Shopee is connected. | View, Publish / unpublish, Edit | |
| Site & marketing | Page Builder | Build and edit the pages of your storefront. | On or off |
| Blogs | Write, edit and publish blog posts. Shown only while the Blogs app is active. | On or off | |
| Mobile app | Sign in to the Prosperna app on a phone. | On or off | |
| Business | Reports | Sales, product and customer reports. | On or off |
| Billing | Plan, invoices, payment methods and payouts. | On or off | |
| Store settings & administration | Store details, shipping, payments, media library, coupons, marketing, and inviting other people. | On or off, plus Also manage store locations |
When you switch on Store settings & administration, you see: This one switch covers around thirty areas of the app, including inviting other team members. Give it only to people who run the store.
Use Find a permission... at the top to filter the cards, for example by typing "orders" or "billing".
On the right, What [name] can do sums up their access in plain words (Rewritten as you tick.) and shows how many areas are enabled.
Step 6: Save
- A bar appears at the bottom: You have unsaved changes.
- Click Save changes. Or click Discard to go back to what was saved.
You see Permissions successfully updated.
If you click Back to User List with unsaved changes, you see Leave without saving? Click Discard and leave to leave without saving, or close the box to stay.
What each area unlocks in the sidebar
A team member only sees a sidebar item when they have View (or the switch on) for the area behind it.
| Sidebar item | Area needed |
|---|---|
| Max AI, Dashboard | Reports |
| Contacts | Contacts |
| Orders | Orders |
| Products → Inventory, Product Reviews | Products |
| Products → Categories | Categories (and Products) |
| Products → Add-ons | Add-ons (and Products) |
| Products → Product Labels | Store settings & administration (and Products) |
| Marketing menu | Blogs |
| Marketing → Blogs, Calendar | Blogs |
| Marketing → Abandoned Carts | Orders (and Blogs) |
| Marketing → Announcements, Discounts | Store settings & administration (and Blogs) |
| Page Builder → All Pages, Add New Page | Page Builder |
| Page Builder → Menu Builder, Template Library, Design Settings | Store settings & administration (and Page Builder) |
| Finances → Balances, Withdrawal Settings (Philippine stores) | Store settings & administration |
| Media Library, Marketplace | Store settings & administration |
| Settings → Store, Shipping, Digital Products, Users, Messaging | Store settings & administration |
| Settings → Payments | Billing (and Store settings & administration) |
If a team member without Reports opens the Dashboard, they're taken to the first area they can see instead (for example, Contacts or Orders).
Verify It Worked
Success criteria:
- You see Permissions successfully updated.
- The Store column on the Users page shows the locations you ticked.
- When the team member logs in, their sidebar shows only the areas you gave them.
- With Email them every new order on, they get an email when an order is placed at one of their locations.
Troubleshooting
Common errors
- "Something went wrong in updating permissions.": the save failed. Try again. If it keeps failing, refresh the page and redo your changes.
- "We could not find that team member. They may have been removed from your store.": the member was deleted or the link is out of date. Go back to the Users page.
- I can't switch on Email them every new order: tick at least one location under Where they work first.
- The Lazada, Shopee or Blogs card is missing: these cards only show while Lazada or Shopee is connected, or while the Blogs app is active.
- A team member can't see the Marketing menu: the Marketing menu needs Blogs access.
- A team member can't see Settings → Payments: they need both Billing and Store settings & administration.
Limitations & considerations
- Only the store owner can change permissions. Even with Store settings & administration, team members can't invite, edit or remove other team members.
- Permissions for an area that's currently hidden (for example, Lazada while it's disconnected) are kept as they are when you save.
- Changing a member's Role on the Users page adds that role's starting permissions but doesn't remove any. Use this page to take access away.
- Disabling a member switches off Email them every new order. It stays off if you restore them.
- Email them every new order sends emails only. It doesn't change the in-app notifications the member sees.
Next Steps & Related Resources
- Next steps:
- Related articles:
Need more help? For more information and assistance, please send an email to support@prosperna.com.
Last Updated: 10/09/2026