WizOrder Admin Guide: Users, Access & Settings

As an admin, you decide who's on the platform and what they can do, the users, roles, and permissions your team works inside, plus the company details, forms, and automated emails that run in the background. This guide covers the settings you manage day to day.

To get there: Log in to WizOrder web portal and open Settings

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Table of Contents

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Before You Begin

• You must have an Admin role on your account. Sales reps can't see the Settings area this guide covers.
• Your user count is set by your contract, adding users beyond that limit will carry additional user charges.
• If your account is integrated with an ERP, some settings sync with it, and synced fields may need refrence IDs the WizCommerce support team will help you map.
• Trying to set up pricing, discounts, catalog imports, integrations, or payments? That's the companion guide, see WizOrder Admin Guide: Product Catalog, Pricing & Integrations.

• Some settings may not be visible on your account, depending on your plan and configuration. If you need access to a setting you don't see, reach out to our support team at help@wizcommerce.com.

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A. Your Role as an Admin

Admins run the setup that reps work inside, users and roles, company and form settings, and customer management. Reps never see any of it; everything in this guide is yours to configure.

If you're after how reps take orders day to day, that's a different guide, see the WizOrder: The Complete Sales Rep Guide.

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B. Organizational Settings

Organizational Settings is where you set your company details and shape how your order, quote, and customer forms behave.

Here's what you'll manage:

• Company information: Your Company name, address, and branding as they appear on documents.
• Order and quote form: Add custom fields (text, dropdowns, dates), set default dropdown values, mark fields mandatory, and choose whether each field shows on orders, quotes, or both.
• Field permissions: Decide which order and quote fields reps can edit and which stay locked, such as locking payment terms. This sits alongside the form settings.
• Customer form: Control what's captured when a rep creates a new customer.
• Order tags: Create tags like shipping status or show orders that reps can apply to orders.

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C. User Management: Roles and Users

User Management has two tabs: Roles and Users. Roles and users are hierarchical, so set up the role first, then assign users to it.

To get there: Settings (WebPortal) → User Management

» Roles

A WizOrder account usually starts with two roles, Admin and Sales Rep, and you can build more, like a customer-service admin with narrower access, using Create Role.

A role controls permissions across every module: products, dashboard, sales (view, cancel, approve, and edit orders; apply item-level or cart-level discounts), customers (create, edit, delete), inventory, user management, labels, emails, import/export, wishlists, reports, catalogs, and files.

For finer control, set access at the action level, for example, allow view but not edit or delete. Editing a role applies your changes immediately to everyone assigned to it.

» Users

Add a user with their First Name (required), Last Name, Email ID (their login), Phone (with country code), Department, and Status (Active by default), then assign a role. From there you'll set three kinds of access:

• Customer access: Customers assigned to self, all customers, or customers assigned to specific other users.
• Order access: Orders created by self, all orders of assigned customers, or all orders.
• Pricelist access: All pricelists, or only selected ones. With selected, the rep sees only products and customers on those pricelists.

You can deactivate a user anytime someone leaves, and reactivate them later.

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D. Showroom Mode

Showroom Mode gives your reps temporary, expanded access for a trade show or fair, all customers, all orders, and all pricelists, without you editing each user by hand. It's a central override: turn it off when the show ends and everyone reverts to their normal permissions automatically.

To get there: Settings → Organisational Settings → User Management → Showroom Mode

The main toggle

1. On the Showroom Mode page, click Enable Showroom Mode.
2. Once it's on, every sales rep immediately gets access to all orders and customers, regardless of their individual permissions. It doesn't ask you to pick who's attending, the toggle applies broadly.
3. Turn it off after the show, and each rep's original permissions restore on their own.

» User Permission Settings

Below the toggle, the User Permission Settings table lets you set custom access for individual users, independently of the main toggle. Use + Add User Permission to define a specific person's Customer, Order, and Pricelist access, edit an entry, or remove it. Removing someone here only clears their custom override, their normal role access simply applies again.

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E. Manage Customer Records

Reps handle most customer work day to day: creating accounts, logging visits, notes, and tasks. See Manage Customers for all of that. Two customer actions, though, are admin tasks and belong here.

» Merge Customers

Merging combines duplicate records into one, useful when the same company was created more than once under slightly different names and you want to consolidate their history under a single profile. You can merge two or more records at the same time.

1. Go to Customers and click All Customers.
2. Click the three-dot menu and choose Merge.
3. In the Select a lead or customer panel, check the records you want to merge, then click Next.
4. Choose which record to keep as the Primary, this is the record that survives, and the others' data merges into it.
5. Under Entity Group, decide for each category whether to Merge or Ignore it: Order & Quote, Contacts, Addresses, and CRM (Activities, Tasks, Notes, Emails, Visits).
6. Click Merge to finish. Track progress in the Notifications panel.

» Delete Customer

Deleting permanently removes a customer and all associated records, orders, carts, and contacts.

1. Open the customer's Details Page.
2. Click the three-dot menu at the top of the page.
3. Click Delete.
4. Click Yes, Delete to confirm.

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F. Files

The Files section is your team's central document library, where you upload and organize sales assets, line sheets, price sheets, catalogs, product videos, and marketing creatives, and control exactly which reps can see them. Reps find everything in the app instead of digging through email, and see only the files you've given them access to.

As an admin, here's what you control:

» Upload and organize

• Upload files from the Upload button at the top of the Files page. Supported types include PDF, PNG, JPEG, and MP4, along with other common document and media formats.
• Group assets with New Folder, give each folder a clear name and upload or move files into it to keep the library easy for reps to navigate.

»  Control Visibility

By default, reps can't see any file until you grant access. You manage that from the web portal in three ways:

• Per file: Click the three-dot menu on a file, select User Access, then check or uncheck each rep in the Access column and click Grant Access.
• Per folder: Open the folder's three-dot menu, select User Access, and set access for the folder and everything in it.
• In bulk: Select multiple files with their checkboxes, click the User Access icon in the bulk actions toolbar, and set access for all of them at once.

» Manage Individual Files

The three-dot menu on any file (or folder, or a bulk selection) also lets you Download, Rename, Delete, Mail the file, Export it, Preview it, or Copy Link to share it.

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FAQs

1. Can an admin change a user's login email after the user has been added?

A. Yes. An admin updates it through User Management, and the user receives a welcome email at the new address with a link to reset their password.

2. Do reps need to do anything when Showroom Mode is turned on or off?

A. No. It applies and reverts centrally. When it's on, every rep gets expanded access; when it's turned off, everyone returns to their original permissions automatically.

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