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Part of step 3 of the launch path, Set up your business. Invite everyone who needs an admin account, and assign their role at the same time, under Settings → Users & Roles. Getting this right now is what keeps training short: a counter user who only needs orders should only see orders.
A role is active the moment you send the invite, not when it is accepted. Status Invited records whether someone has signed in, not whether they have access. If you invite the wrong person or pick the wrong role, delete them from the users list. Do not wait for the invite to lapse: an expired link does not revoke anything, and a sign-in through SSO or an existing password activates the same access regardless.

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Choose a role before you invite

Four system roles, each a fixed template: A Member already covers most of a launch team’s daily work. What it cannot reach is money: stock item costs, listing prices, discounts, and the Payments tab on an order. Need something narrower or wider than a system role gives? Build a custom role under Settings → Users & Roles → Roles. A custom role only ever adds to the system role underneath it. To give someone less than Member, assign a lower system role instead, not a custom one.

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Send the invite

Invite by email under Settings → Users & Roles. Assign the system role, and any custom roles, in the same step rather than inviting first and assigning later. Check that more than one person can reach billing, payments and user management before you move on. A single Owner or Admin is a single point of failure for the rest of the launch.

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What the invited person experiences

The invite link expires after 7 days. There is no resend action in the admin: an invitee who opens an expired link gets a Send new invitation button right there, which sends a fresh link on a fresh 7 days. You do not need to re-invite them yourself.

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Visible areas are not data access

Hiding a sidebar section does not remove the data behind it. Visible areas decide what appears in the sidebar. Permissions decide what the server returns. A role can grant customers:view without showing Customers in the sidebar at all, which is exactly what lets a user pick a customer inside the order flow without a dedicated Customers section. Turning a section off only hides it: it never revokes the access underneath.
Set this on a custom role’s permissions matrix, under its Show in UI column. Turning a section’s Show in UI on also turns its View data on. Turning View data on by itself leaves the sidebar untouched, so granting access never accidentally exposes a section, and hiding a section never accidentally revokes access.

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Done when

  • Everyone launching with you has signed in and holds the role you meant them to have.
  • More than one person can reach billing, payments and user management.
  • Nobody who should be Active is still sitting on Invited, and nobody holds access you did not mean to grant.

Set up your business

The launch step this guide belongs to.

Users & Roles settings

Every field on the invite flow and the permissions matrix, in full.

Visible Areas

How sidebar visibility and data access stay independent, across the whole admin.

Security settings

Which sign-in methods your team can use.

Bring in your data

The next step, once your team can sign in.