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Invite everyone who needs an admin account under Settings → Users & Roles, and assign their role at the same time. Getting this right now 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. Delete the user from the list if you invited the wrong person or picked the wrong role. Do not wait for the invite to lapse: an expired link revokes nothing, 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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Hiding is not data access

Hiding a sidebar section does not remove the data behind it. What a role hides decides what appears on screen, and its access switches decide what the server returns.A role can hold View customers without a Customers entry in the sidebar, which is what lets somebody pick a customer inside the order flow without a Customers section of their own.
Set this on a custom role’s UI Visibility tab, and untick what the role should not see. Leave the role’s access switches alone while you do: restricting what a role may read never hides anything by itself, so a page it cannot read opens empty rather than disappearing. Never reach for hiding to keep somebody out of something. Turn the switch off on the Access tab instead.

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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 role editor, in full.

UI visibility

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

Security settings

Which sign-in methods your team can use.

Decide who owns admin access

Who owns sign-in, who owns roles, and what to agree before you restrict how people sign in.

Bring in your data

The next step, once your team can sign in.