🛡️ Team, Roles & Permissions
Control who can do what inside your organisation. This guide explains how roles work, how to customise the Member role, create your own custom roles, invite and approve teammates, change someone's role, and how Net Terms credit is granted.
- You are signed in as the organisation Owner or a role with admin rights.
- Your organisation is active (created and approved).
How roles work
Roles define what a team member can do. They are per organisation — your roles belong to you alone, and editing them never affects any other business on the platform. Every organisation starts with two built-in roles and can add as many custom roles as needed.
- Owner — the top role, full admin. It is locked: it can't be edited or deleted, and there is exactly one Owner per organisation. This protects you from accidentally removing your own admin access.
- Member — the default role new teammates receive. You decide exactly what it grants by editing its permissions (see below). It can't be deleted, but it is fully editable.
- Custom roles — roles you create for specific needs (e.g. "Approver", "Buyer", "Warehouse"). Fully editable and deletable.
Step 1 — Decide what the Member role can do
The Member role is what most staff get. You control its permissions.
Open Roles & Permissions
Go to People → Roles & Permissions
(/accounts/roles/). You'll see your organisation's roles with the
number of members in each and the key permissions they grant.
Edit the Member role
Click Edit on the Member role. Tick or untick permissions (for example, Approve Orders, View Financials, Manage Inventory) and save. The change applies only to your organisation's members. The role's name stays "Member" (the name is locked), but its permissions are yours to set.
Step 2 — Create a custom role (optional)
Add a role with the exact permissions you need
On the Roles page click Create Role (/accounts/roles/create/).
Give it a name, tick the permissions to grant, and save. Marking a role as
"Administrator" gives it entity-level admin (manage members and roles for your
organisation only).
Step 3 — Add teammates
There are two ways someone joins your organisation.
Invite a member
Go to People → Team Members (/accounts/team/) →
Invite Member (/accounts/team/invite/). Enter their
email and pick the role they should have (only your organisation's roles are
offered). They'll be notified and appear under Pending until approved.
Approve (or reject) join requests
People who request to join during sign-up appear under
People → Pending Approvals (/accounts/approvals/).
Approve to activate them (this also grants company access), or reject the request.
Step 4 — Change a member's role
Update access as responsibilities change
Open Team Members, click a member to open their detail page
(/accounts/team/<id>/), choose a different role and save.
Their single organisation role is replaced. The organisation Owner's membership
can't be changed here (ownership is a separate concern).
Step 5 — Understand Net Terms (credit)
Net Terms lets a buyer be invoiced and pay later instead of paying up front. It is always granted — a buyer can never switch it on for themselves.
Two ways terms are granted
- Platform-granted — the platform extends your company credit
for all purchases. You'll see it read-only on your Company Profile
(
/accounts/company-profile/) as "Net N days". - Seller-granted — a specific seller extends credit to a
specific buyer for that seller's goods. Subscription sellers manage this from
Finance → Customer Credit Terms
(
/payments/credit-terms/). Buyers see each grant read-only under "Seller Credit Terms" on their Company Profile.
If your company has no terms (prepaid), an authorised user must have a saved payment method before checkout. With terms, qualifying orders are invoiced and proceed without an up-front charge.