Team roles explained

A role is a bundle of permissions. When you give someone a role, they receive every permission in that bundle. On the Pro plan and above, you can grant one person extra permissions on top of their role or take individual ones away. On Free and Starter, a person has exactly their role's permissions.

View roles and permissions

Open Settings, then Users. The page is headed User Management and lists everyone in your organisation. If Users does not appear in the settings menu, you do not hold the Add / Edit / Delete Users permission and someone who does needs to grant it to you.

1. Open Settings, then Users.
2. Select View Roles.
3. Read the Roles & Permissions panel. Each role is listed with a count of its permissions and every permission it includes.

Five roles are defined: Admin, Purchasing, Accounting, Operator and Organization Manager. Roles cannot be created or edited. The descriptions below explain what each role is for; the Roles & Permissions panel lists every permission exactly.

Admin

Admin is the day-to-day administrator and holds every permission, including any added to StockBold later. An Admin's permissions cannot be narrowed: to limit someone, give them another role.

Only the owner-only actions are beyond an Admin: the organisation's settings, export, deletion, ownership transfer, and the plan and billing.

Purchasing

Purchasing is the buying side. A Purchasing user can manage products, suppliers, categories, units, payment terms, incoterms and taxes, import products and movements, build reorder lists, create and edit purchase orders, manage and assign shipments, post and delete stock movements including found items, report supplier claims, use the supplier inbox, see inventory value, read documents and reports, and use the AI assistant.

By default, a Purchasing user cannot approve purchase orders, manage purchase order payments or invoices, record opening stock, adjust inventory values, manage warehouses, shelves or departments, run stock counts, manage assembly projects (they can view them), lock years, manage API keys or manage team members.

Accounting

Accounting is the money side. An Accounting user can create, edit and approve purchase orders, manage their payments and invoices, record opening stock, adjust inventory values, lock and unlock years, manage taxes and incoterms, work on the team reorder list, see inventory value, work with documents, view assembly projects, read reports and use the AI assistant.

By default, an Accounting user cannot manage products or suppliers, post stock-outs, transfers or adjustments, receive shipments, report supplier claims or use the supplier inbox.

Operator

Operator is the warehouse floor. An Operator can post stock-outs, transfers and adjustments, record found items, delete stock movements, create and manage stock counts, receive shipments, see purchase orders and read documents.

By default, an Operator cannot see inventory value, open reports or use the AI assistant, so cost figures stay out of view.

Organization Manager

Organization Manager runs the operation day to day without administering the team. An Organization Manager can manage products, suppliers, categories, units, taxes, departments, warehouses and shelves, import products, post and delete stock movements, record opening stock and found items, run and approve stock counts, create and approve purchase orders, handle their payments, manage and assign shipments, supplier claims, assembly projects and documents, use the supplier inbox, see inventory value, read reports and use the AI assistant.

By default, an Organization Manager cannot manage team members, change organisation settings, lock years, adjust inventory values, import movements, manage payment terms, incoterms or purchase order invoices, or manage API keys.

Invite someone without a role

A person does not have to have a role. In the invitation dialog, on Pro and above, you can choose Customize permissions instead and tick permissions one by one rather than picking a role.

Change someone's role

To change someone's role, open their own page by selecting their row in the user list. Your own row is not selectable, so ask a colleague who holds Add / Edit / Delete Users to change your access. The owner's row does not open either, and a person who has been invited but has not yet accepted cannot be opened until they join.

1. Open Settings, then Users.
2. Select the person's row in the list.
3. Open the Role tab.
4. Choose a role. Its permissions are listed underneath, so you can check the effect before you commit.
5. Select Save.

The Role tab only offers the roles that exist. It has no option for no role, so once a role is assigned you cannot go back to having none from this tab.

Changing someone's role keeps the adjustments that still differ from the new role: a permission you took away under an old role is still taken away under the new one. After changing a role, open the Permissions tab and check the ticks before you rely on them.

Adjust one person's permissions

On Pro and above, you can adjust one person's permissions on top of their role.

1. Open Settings, then Users.
2. Select the person's row.
3. Open the Permissions tab.
4. Tick a permission to grant it, or untick one to take it away.
5. Select Save.

Permissions that arrive with the person's role carry a From Role badge. Unticking one affects that person only; it does not change the role for anyone else. If no role fits, assign the closest one and adjust that person's individual permissions.

Organisation owner

The organisation owner sits outside roles. The owner always holds every permission, and the owner's access cannot be edited from the Users page. The list shows them as Owner with Full access.

To make someone else the owner, the current owner transfers ownership from Settings, then Organization. See Transfer ownership of an organisation.

Check your own access

To check your own access, open Settings, then Profile, and read Your Permissions. It shows your role, or No role if you have none, and lists every permission with a tick when you hold it and struck through when you do not.