For license owners (USER / ADMIN)

Setup & usage team & shop permissions

This page walks you through creating staff accounts, adding them to shop teams, and configuring role-based capabilities in Settings so your team can work safely under one license.

Introduction

What you’ll do in this flow

A quick 4-step overview that matches the web navigation.

Staff — Create staff accounts (system role
STAFF
) on /staff.
Shops — Use Team to add/remove members and set roles (Manager / Fulfiller / Viewer). Use Quick assign only when you want a single fulfiller and to set the fulfillment credential owner (Lenful / Merchize tokens).
Settings — Configure Orders defaults and the role capability matrix (MANAGER / FULFILLER / VIEWER).
Operate — Staff will only see actions they’re allowed to perform (Orders, Designs, shop actions, etc.).

Staff accounts

The Staff page

Only USER / ADMIN can manage staff accounts.

Each staff member is a user with the system role

STAFF

. They sign in to the same dashboard, but their access is scoped to the shops they are a member of under your license.

After creating an account, add them to a shop team. On each shop they also have a membership role (MANAGER / FULFILLER / VIEWER). What they can actually do is controlled by the capability matrix in Settings.

Shops & teams

Manage a shop team

On the Shops page, use the Team button on each shop card.

In the Team dialog you can view current members, change roles, remove access, or add new staff with a role. Use Quick assign only when you want to replace the entire team with a single Fulfiller and set that user as the fulfillment credential owner (Lenful/Merchize tokens).

The shop card shows the team list and role badges. Detailed capabilities (export, sync, edit shop, etc.) are governed by the Settings capability matrix.

Fulfillment store connection

The Lenful/Merchize connect buttons are only shown to staff members who have the syncToProvider capability (per their membership role). Owners (USER/ADMIN) can always connect fulfillment providers for their shops.

Settings

Orders — default filters

Default filters are applied when opening Orders (for you and your team): default shop, fulfillment status, tracking, and date range — to reduce repetitive daily steps.

Auto-expand fulfillment

Choose which order rows auto-expand to show fulfillment details.

Staff role permissions (matrix)

This is the single source of truth for staff capabilities.

For each role

MANAGER

FULFILLER

VIEWER

, you can enable/disable capabilities such as viewing orders, editing notes, exporting, fulfilling orders, syncing to providers, editing shop info, deactivating/reactivating shops, managing members, and managing designs.

Defaults reflect typical workflows (e.g. FULFILLER can fulfill and sync; MANAGER can manage members and edit shop info; VIEWER is read-only). Override any cell to match your business process.

Roles & recommended usage

MANAGER

Operational manager. Often does not need to fulfill orders.

Typical setup: edit shop info, export orders, manage members and designs. Usually does not need fulfill/sync unless you explicitly enable it in the matrix.

FULFILLER

The person responsible for syncing and fulfilling orders.

Typical setup: view orders, edit notes, export, fulfill orders, and sync to Lenful/Merchize.

VIEWER

Read-only monitoring role.

Typical setup: view-only. No note edits, export, fulfill, or sync.

Orders & Designs

Orders

Staff only see orders from shops they are members of. Actions like Sync all, Export, multi-select, and per-order sync are shown/hidden based on the capability matrix and the current shop filter.

To avoid showing incorrect actions before permissions are loaded, the UI defaults to deny for staff until per-shop capabilities are available from the Shops API.

Designs

The manageDesigns capability controls whether staff can edit/delete designs or only view them.

FAQ

A staff member sees a button but the API returns 403.

Check the Settings role matrix and the staff member’s role on the shop. If you just changed permissions, ask them to refresh or re-login.

I want someone to view orders but not export.

Set them as VIEWER and keep exportOrders disabled (it is disabled by default).

What should I do before adding more staff?

Create staff accounts → add them to the right shop team → verify the Settings matrix → (if needed) guide them to connect fulfillment providers.

Open Settings Shops Staff