Roles, permissions, and user groups

Roles (assign vs define)

Task	Who	Where
Assign one or more roles to a staff user	Shop admin	Users → edit user
Define / edit the role catalog	Platform administrators only	Roles

Roles are a shared catalog (shops do not invent brand-new role types in the UI). You assign existing roles such as admin, manager, sales, designer, or production (exact names depend on your platform).

A user can hold multiple roles (permissions combine).

Shop staff see their own roles on Profile (read-only). They do not get a Roles menu item.

What roles control

Each role grants permission to view or change areas of the app — for example Users, Orders, Settings, Inventory.

Without the matching permission, sidebar items hide or actions show as denied. This is separate from your plan: a role may allow Inventory screens, but Free still blocks Inventory until you upgrade.

Team permissions (order field matrix)

Settings → Team permissions

Controls which order field groups each role can hide / view / edit (pricing, cost, packing, and other groups).

Capability	Plan
View the matrix (defaults apply)	Shops with settings access
Edit / save / reset defaults	Pro and Custom

Free/Starter typically see a read-only matrix with an upgrade banner.

Remember: field rules + role permissions + plan must all allow an action before an order edit succeeds.

User groups

Open User groups.

Groups are	Groups are not (today)
Lists of people in your shop (name, description, members)	A second permission system
Optional when inviting a user	Role definitions
Handy for org labeling (Sales team, Floor A, …)	Automatic notifications targeting

Create a group, add members, optionally select a group on invite. Do not expect groups to replace roles.

Recommended patterns

Need	Approach
Who can open Users	Give them a role that includes Users
Who can see order pricing	Team permissions matrix (Pro+ to customize)
Label sales vs floor for ops	User groups + clear roles
Floor-only station work	Production-oriented roles; verify with Switch As

Use roles and Switch As carefully — staff see the shop as that person; undo Switch As when you finish helping.

Roles (assign vs define)

Task	Who	Where
Assign one or more roles to a staff user	Shop admin	Users → edit user
Define / edit the role catalog	Platform administrators only	Roles

A user can hold multiple roles (permissions combine).

Shop staff see their own roles on Profile (read-only). They do not get a Roles menu item.

What roles control

Each role grants permission to view or change areas of the app — for example Users, Orders, Settings, Inventory.

Team permissions (order field matrix)

Settings → Team permissions

Controls which order field groups each role can hide / view / edit (pricing, cost, packing, and other groups).

Capability	Plan
View the matrix (defaults apply)	Shops with settings access
Edit / save / reset defaults	Pro and Custom

Free/Starter typically see a read-only matrix with an upgrade banner.

Remember: field rules + role permissions + plan must all allow an action before an order edit succeeds.

User groups

Open User groups.

Groups are	Groups are not (today)
Lists of people in your shop (name, description, members)	A second permission system
Optional when inviting a user	Role definitions
Handy for org labeling (Sales team, Floor A, …)	Automatic notifications targeting

Create a group, add members, optionally select a group on invite. Do not expect groups to replace roles.

Recommended patterns

Need	Approach
Who can open Users	Give them a role that includes Users
Who can see order pricing	Team permissions matrix (Pro+ to customize)
Label sales vs floor for ops	User groups + clear roles
Floor-only station work	Production-oriented roles; verify with Switch As

Use roles and Switch As carefully — staff see the shop as that person; undo Switch As when you finish helping.