Manage Users and Roles

User Management is where admins control who can access the Sales Rep App (WizOrder), what they can see, and what they can do. This article covers how to add and configure new users (including setting customer, order, and pricelist access), how to create and edit roles, and how to set granular permissions at the action level.

To Get There: Settings > User Management

Table of Contents

Before You Begin

• Ensure you have access to Organizational Settings.
• If you are adding a new user, make sure the role you want to assign already exists under the Roles section. Create the role first if it doesn't.
• If a user needs access to a feature activated under Subscriptions (e.g., WizStudio), you must also grant access to that feature within the role, activating a subscription alone does not give users access automatically.

A. How to Access User Management

1. Go to Settings from the left navigation.
2. Click User Management to open the page, which displays two sections: Users and Roles.
   
   

B. Finding Your Way Around

User Management is organized into two sections:

• Users: Everyone who has or currently uses the platform, including sales reps and admins
• Roles: All roles set up in WizOrder, each with its own set of access permissions

C. Users

The Users section gives you a full view of everyone on your team. Each user row shows their contact information, the date they joined, and which customers they have access to.

For each user, you can manage:

• Customer Access: Which customers they can view
• Order Access: Which orders they can see and manage
• Pricelist Access: Which pricelists are available to them when creating orders

To update a user's access or role, use the Actions column on the far right of their row. You can also click the user's name to open their profile and make changes there.

How to Add a User

1. Go to Settings from the left navigation.
2. Click User Management, then select the Users tab.
3. Click Add User at the top of the page. 
   
   
4. The Add User form opens. Fill in the basic details:
   • First Name (required)
   • Last Name
   • Email ID: the email address they'll use to log in
   • Phone Number: include country code
   • Department: e.g., Sales
   • Status: set to Active by default. Deactivate at any time to remove access.

Assign a Role:

Under Roles, select the appropriate role from the dropdown. The role determines what this user can see and do within WizOrder, such as whether they have access to orders, customers, reports, and more.

Set Customer Access:

Under Customer Access, choose one:

• Customers assigned to self: they can only see customers assigned to them
• All Customers: they can see every customer in the system
• Select users to access their assigned customers: they can see customers assigned to specific other users

Set Pricelist Access:

Under Pricelist Access, choose one:

• All Pricelists: full access to every pricelist
• Select Pricelists: access only to the specific pricelists you choose
  
  

Once all fields are filled in, click Add in the top right to create the user. 

D. Roles

How to Create a New Role

1. Click Create Role at the top of the Roles page. 
   
   
2. Enter a Role Name and Description.
3. Check the boxes for the permissions you want to grant, such as orders, customers, catalogs, and reports.
4. Click Save. The new role appears in the Roles list and can be assigned to users.
   
   

How to Edit an Existing Role

1. Find the role you want to update (e.g., Sales Rep).
2. Click the Edit icon in the Actions column on the right.
   
   
3. Update the permissions as needed. Check to grant access whereas uncheck to revoke it. For more control, set access at the action level (e.g., allow view but not edit or delete).
4. Click Save. Changes apply immediately to all users assigned that role.

FAQs

1. What's the difference between Users and Roles?

A. Users are the individual people on your team who access WizOrder. Roles are permission sets that define what each user can see and do. Every user must have a role assigned to them.

2. Can I change a user's role after they've been added?

A. Yes. Go to the Users tab, find the user, and click the Edit icon in the Actions column. You can update their role and access settings at any time.

Not finding what you need? Browse the WizCommerce Help Center, reach out to your Customer Success Manager, or contact our Support Team.