Give everyone their own login. Beyond the obvious security reason, Performance Reports and Team Metrics are built from who did what — a shared account makes both meaningless, and makes the order History panel useless when you need to trace a mistake.
Where: Administration → Users, and Administration → Roles
Create a user
Go to Administration → Users and click Create New User.
User Information: User Name — their login name; E-Mail Address — where activation and password emails go; First Name, Surname; Phone Number (optional).
Set Password — type one, or click Set Random Password and copy it. Password rules: at least 8 characters with an uppercase letter, a lowercase letter, a digit and a special character (* or !).
Tick "Should change password on next login" so they set their own.
Tick "Send Activation Mail" to email them their invitation.
Role — assign at least one role. This is what actually determines what they can do.
Stores — select which stores this user may work with. Use Select All or Select None; the counter shows "{n} / {total} selected".
Click Save. You will see "User has been created successfully."
Store scoping is a real boundary, not a display preference. A user without a store selected will not see that store's orders, products or reports. If someone reports missing orders, check their store assignment before anything else.
Manage users
The Users List shows User Name, Name, Surname, Mail Address, E-mail Confirm, Status, Role and Creation Time. Filter with Search User, Filter by Role, Show Mails Only (Confirmed / Not Confirmed) and Show Status Only (Active / Inactive). Reset clears everything.
Click to edit user — change details, role or store access
Click to send a password reset email to the user — confirm "You are about to reset the user's password. Are you sure?" Then "A password reset link has been sent to the user's email address."
Click to delete user — confirm "Do you want to delete {userName} user?"
When someone leaves, set them Inactive rather than deleting, so their name stays readable in order history and performance reports.
Roles
Where: Administration → Roles
"Use roles to group permissions."
Roles are how permissions are granted. Assign roles to people; never think about individual permissions per person.
Create a role
Click Create New Role.
Name the Role — Role Name and a Description of what it is for. Write the description; six months later "Ops 2" means nothing to anyone.
Optionally tick "Assign to new users by default".
Click Next to Set Permissions.
Choose a mode: Permission Based (pick individual permissions) or Policy Based (pick from prebuilt policies). Your selections in both modes are preserved, but only the active mode's selections are saved.
Use Search Permission to find what you need, or the Permission shortcuts by action groupings.
Click Save. You will see "Role has been created successfully."
Permission groups
Permissions are grouped by area, so you can grant a role exactly the surface it needs:
Live Board, Management, Back Office — Dashboard access
Orders, Order Detail — the order list and detail page
Buy Label — purchasing shipping labels
Edit Product, Upload Design, Generate Design — product and design actions on an order
Edit Address, Edit Delivery — address and delivery corrections
Inventory — stock and cost management
Carrier, Workflow, Package, Warehouse — settings surfaces
User, Role — administration
Note how granular the order actions are — you can let a packer buy labels without letting them edit the shipping address, or let a designer upload designs without touching money.
Roles you probably want
Packer — Orders, Order Detail, Buy Label
Designer — Orders, Order Detail, Generate Design, Upload Design
Inventory — Inventory, Products
Manager — everything above plus dashboards and reports
Administrator — everything, including User and Role
Start restrictive and add permissions when someone hits a wall. It is a much better conversation than removing access after an accident.
Seeded roles
Roles marked Seeded are system-provided: "This role is seeded and cannot be modified." To get something similar, create your own role rather than trying to edit the seeded one.
Policies
Where: Administration → Policy
"Manage policies and permissions."
A policy is a named bundle of permissions you can reuse across roles. If several roles keep needing the same twelve permissions, make it a policy once.
Click Create New Policy.
Enter a Policy Name and choose a Category.
Add a Short Description and Long Description — these are what other admins read when deciding whether to use it.
Select Permissions.
Save.
Filter existing policies with Search Policy and Filter by Category. Policies marked Read Only cannot be changed. Roles then consume policies via Policy Based mode and Select Policies.
Your own account
From the user menu in the top bar:
Change Password — enter Current Password, then New Password and Confirm New Password, and Save New Password
Preferences — notification settings, see "Workflow, settings and notifications"
Feedback — Give Feedback asks "How likely are you to recommend our service to a friend or colleague?" and "What is the main reason for the score?" It goes to the product team
Troubleshooting
"The button isn't there." The single most common access issue. Check in this order:
Does the user's role include that permission? (Administration → Roles)
Is the user assigned to the store the record belongs to?
Have they signed out and back in since the role changed?
A user didn't get their activation email. Check the address for typos in Edit User, look in their spam folder, then use "Click to send a password reset email to the user".
A user can log in but sees no orders. Almost always store assignment. Edit the user and check the Stores selection.
Can one person have several roles? Yes. Permissions are additive — the user gets the union of every role's permissions.
Deleting a role — confirm "Do you want to delete {roleName} role?" Reassign anyone holding that role first, or they will lose access without warning.