Roles & Permissions
The Roles & Permissions section enables administrators to create and manage role-based access control templates. These roles define what users can see and do within the platform—ensuring that staff have the appropriate level of access across Styles, Orders, Claims, Planner, Compliance, and Company AI modules.
Roles represent permission templates that can be assigned to users by the Staff. By creating distinct roles, you can standardise access for different job functions (e.g., Designer, Merchandiser, Administrator). Each role is a template that can be assigned to multiple users, simplifying user management and enforcing consistent security policies across your organisation.
The permissions matrix allows you to control create, read, update, and delete access for each application (Style, Order, Claim, Component, and others). Proper configuration ensures that sensitive actions—such as order deletion, status changes, or AI feature access—are restricted to authorised personnel only.
Quick Check - Before You Start
- Use an account with permission to edit Site Settings › Company › Roles & Permissions (and Administration Modules if you need sub-area access).
- Decide whether you are configuring Production Portal (internal) or Customer Portal roles—matrices and options differ.
- Review downstream impact: order delete, compliance, AI, and report access all follow the matrix you set here.
Managing Roles & Permissions
Add a Role - Production Portal
- Click the Add New button at the top left.
- Select Production Portal as the role scope.
- Complete the form fields and configure the permissions matrix.
- Click Save to create the new role template.
Form Fields
| Field | Type | Description |
|---|---|---|
| Role Title | Text (mandatory) | A unique name for the role (e.g., Merchandiser, Production Manager). |
| Role Scope | Fixed | Production Portal—applies to internal users. |
| Description | Free text | Optional notes about the role's purpose or usage. |
| Set as Default | Checkbox | When checked, this role becomes the default for Production Portal. Only one default per scope—a confirmation pop-up appears: "Are you sure you want to change the default role? Setting this role as the new default will replace the existing default role for Production Portal. Are you sure you want to proceed with this change?" |
Permissions Matrix Columns
| Column | Control | Description |
|---|---|---|
| Application | Text | Name of the application or module. |
| View | Checkbox | Grant read-only access. |
| Edit | Checkbox | Grant permission to modify existing records. |
| Create | Checkbox | Grant permission to create new records. |
| Delete | Checkbox | Grant permission to delete records. |
| Advanced | Select pill | Opens a pop-up for sub-module permissions where available. |
Application Permissions Reference
| Application | View | Edit | Create | Delete | Advanced |
|---|---|---|---|---|---|
| Site Settings | ✓ | — | — | — | Administration Modules |
| Drive | ✓ | ✓ | — | — | — |
| Sales Order | ✓ | ✓ | — | — | — |
| Claim | ✓ | ✓ | ✓ | ✓ | — |
| Compliance | ✓ | ✓ | ✓ | ✓ | — |
| Style | ✓ | ✓ | ✓ | ✓ | — |
| Costing | ✓ | ✓ | ✓ | ✓ | — |
| Component | ✓ | ✓ | ✓ | ✓ | — |
| Shipping | ✓ | ✓ | ✓ | ✓ | — |
| Order | ✓ | ✓ | ✓ | ✓ | — |
| Planner | ✓ | ✓ | ✓ | ✓ | Planner Permission (Advanced) |
| License | ✓ | ✓ | ✓ | ✓ | — |
| AI | — | — | ✓ | — | AI Permission (Advanced) |
| Reports | ✓ | — | — | — | Reports Permission |
Planner Permission (Advanced)
When Advanced is clicked for Planner, the following option can be configured:
| Option | Description |
|---|---|
| Total Sales | If enabled - users can view Total Sales data. If disabled - the Total Sales column is hidden in Planner and users cannot access this data in Planner, Search, or the Chatbot. |
AI Permission (Advanced)
When Advanced is clicked for AI (the Create permission must be enabled for AI), the following option can be configured:
| Option | Description |
|---|---|
| Sales Data | If enabled - the Chatbot and other AI features can access and use sales-related data. If disabled - sales data is not available through AI. Planner and Search sales columns still follow Planner Permission (Advanced). |
Administration Modules (Advanced)
When Advanced is clicked for Site Settings, the following sub-modules can be configured:
Reports Permission (Advanced)
When Advanced is clicked for Reports, the following report types can be configured:
Add a Role - Customer Portal
- Click the Add New button at the top left.
- Select Customer Portal as the role scope.
- Complete the form fields and configure the permissions matrix.
- Click Save to create the new role template.
Form Fields
| Field | Type | Description |
|---|---|---|
| Role Title | Text (mandatory) | A unique name for the role (e.g., Retail Buyer, Wholesale Manager). |
| Role Scope | Fixed | Customer Portal—applies to customer users. |
| Description | Free text | Optional notes about the role's purpose or usage. |
| Set as Default | Checkbox | When checked, this role becomes the default for Customer Portal. Only one default per scope—a confirmation pop-up appears: "Are you sure you want to change the default role? Setting this role as the new default will replace the existing default role for Customer Portal. Are you sure you want to proceed with this change?" |
Permissions Matrix Columns
| Column | Control | Description |
|---|---|---|
| Application | Text | Name of the application or module. |
| View | Checkbox | Grant read-only access. |
| Edit | Checkbox | Grant permission to modify existing records. |
| Create | Checkbox | Grant permission to create new records. |
| Advanced | Select pill | Opens a pop-up for sub-module permissions where available. |
No Delete Permission
Customer Portal roles do not include a Delete permission.
Application Permissions Reference
| Application | View | Edit | Create | Advanced |
|---|---|---|---|---|
| Sales Order | ✓ | ✓ | ✓ | Sales Order Permission pop-up (see below) |
Sales Order Permission (Advanced)
When Advanced is clicked for Sales Order, the following options can be configured. Values are sourced from Site Settings:
| Option | Configuration Source |
|---|---|
| Brand | Site Settings › Style › Brand |
| Collection | Site Settings › Style › Collection |
| License | Site Settings › Style › License |
| Type | Site Settings › Style › Type |
Edit a Role
- Click the three-dot menu icon next to the role you wish to modify and select Edit.
- Update the role name or adjust the permissions as needed.
- Click Save to apply the changes.
Duplicate a Role
This feature allows you to quickly create a new role based on an existing one.
- Click the three-dot menu icon next to a role and select Duplicate.
- Give the new role a unique name and make any necessary adjustments to its permissions.
- Click Save to create the copied role.
Delete a Role
- Click the trash icon next to the role you wish to remove.
- Confirm the action in the pop-up window.
Default Roles
System-default roles cannot be deleted.
Table Flexibility
Users can tailor the table layout using the following controls:
| Feature | Description |
|---|---|
| Sort by Ascending or Descending | Reorder roles by clicking on any column header. |
| Pin Column | Lock important columns in place whilst scrolling horizontally. |
| Autosize This Column | Automatically resize the specific column to fit its content. |
| Autosize All Columns | Applies autosizing on all columns. |
| Choose Columns | Show or hide individual table columns. |
| Reset Columns | Return the table to the default configuration. |
Import
Bulk Import options (from the upload icon in the main navigation, and where applicable on application screens) use the same Roles & Permissions checks as creating or editing records. Each Import option appears only when your role grants the required access. If none of the imports available for that screen apply to your role, the upload icon is hidden.
| Import option | Required permissions |
|---|---|
| Import Components | Component — Create or Edit |
| Import Orders | Order — Create or Edit |
| Import Shipment | Shipping — Create or Edit. View-only access does not show this option (even if you can see shipments). |
| Import Spec Template | See the note below — controlled separately from main Style Create/Edit. |
| Import Style Files | Style — Edit |
Import Style (bulk new or updated styles via spreadsheet from the import menu) follows Style — Create or Edit, matching the records the import creates or updates. See Style › Import › New Styles and Style › Import › Update Existing Styles.
Import Spec Template and Site Settings
Import Spec Template visibility follows the Spec Template option under Administration Modules > Style (when your administrator configures which Site Settings areas a role can access), not only the main Style application Create/Edit checkboxes. It can appear when Spec Template is enabled for Site Settings but Style Create/Edit is off; it is hidden when Spec Template is disabled even if Style Create/Edit is on.
Related Documentation
Roles and permissions affect access across several modules. For detailed guidance, refer to:
| Path | Description |
|---|---|
| Site Settings › Company › Staff | Assign roles to team members when creating or editing staff records. |
| Site Settings › Company › Customer | Controls which customers a record can access; links to Roles & Permissions and customer visibility rules. |
| Site Settings › Company › Company AI | Configure AI access permissions—ensure Roles & Permissions allows create and access for AI features. |
| Order › Status | Order status changes may be restricted based on roles and permissions. |
| Order › Delete | Delete permission is required; configurable in Roles & Permissions > Order. |
| Claim › Delete | Delete claims; permission levels managed in Roles & Permissions and Staff. |
| Claim › Status | Status change permissions may be restricted by role. |
| Style Import | Bulk style import — Create or Edit for Style; see Import. |
| Spec Import | Import Spec Template — Spec Template; see Import entry points and permissions. |
| Style › Delete | Role-based permissions control who can delete styles. |
Tip
- Use descriptive names (e.g., Finance - Read Only, Production - Full Access) to make roles easy to identify and assign.
- Leverage duplication to save time—duplicate an existing role and make minor adjustments instead of creating one from scratch.
- Conduct regular reviews of roles and permissions to ensure they align with your current business processes and security requirements.
- Configure roles before onboarding new staff to streamline user setup and avoid permission gaps.
Troubleshooting
Why is the Save button disabled or my role changes not applying?
You may be missing Site Settings edit permission, or the session may need a refresh after an administrator updated your access.
Steps to resolve:
- Confirm your user has Site Settings with Edit (or equivalent) in Roles & Permissions for the Production Portal scope.
- Reload the page or sign out and back in, then try Save again.
- If you are not an administrator, ask an admin to verify Administration Modules includes the sub-area you need.
Why can a user see a module but not a specific Site Settings sub-page?
Site Settings uses a parent permission plus Administration Modules for granular areas such as Order, Style, or Costing settings.
Steps to resolve:
- Open the role and click Advanced next to Site Settings.
- Enable the sub-modules that match the documentation links your user needs (for example Order › General Settings).
- Save the role and ask the user to refresh or re-login.
Why does Customer Portal Sales Order advanced access not list the options I expect?
Customer Portal Sales Order advanced options are driven by lists in Site Settings › Style (Brand, Collection, License, Type). Empty or incomplete lists limit what you can assign.
Steps to resolve:
- Verify the required values exist under Site Settings › Style for Brand, Collection, License, and Type.
- Return to the role and reopen the Sales Order advanced permission pop-up.
- Adjust selections to match the customer’s allowed ranges, then Save the role.
Why is the upload (Import) icon missing, or why does an Import option not appear?
Bulk Import entry points check the same permissions as creating or editing the relevant records. If your role does not include the required access, the option or icon is hidden.
Steps to resolve:
- Review Import entry points and permissions for the import you need.
- Ask an administrator to update your role in Site Settings > Company > Roles & Permissions.
- Sign out and back in after permission changes.