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User Roles & Permissions ​

Configure roles and permissions to control access to platform features.

Overview ​

Define what each team member can do in your Batch platform with flexible role-based access control.

Default Roles ​

Super Admin ​

Full Platform Access

Permissions:

  • ✅ All product management
  • ✅ All order management
  • ✅ All customer management
  • ✅ All loyalty management
  • ✅ All marketing features
  • ✅ All settings
  • ✅ Billing and subscription
  • ✅ User management
  • ✅ API key management
  • ✅ Integration configuration
  • ✅ Delete/irreversible actions

Who Should Have This:

  • Business owner
  • Platform administrator
  • Technical lead

Admin ​

Near-Full Access, Limited Settings

Can Access:

  • ✅ Create/edit/delete products
  • ✅ Manage orders
  • ✅ Full customer management
  • ✅ Loyalty program management
  • ✅ Marketing campaigns
  • ✅ Analytics and reports
  • ✅ Most settings

Cannot Access:

  • ❌ Billing information
  • ❌ Add/remove team members
  • ❌ Modify roles
  • ❌ API keys
  • ❌ Critical integrations

Who Should Have This:

  • Operations manager
  • Marketing director
  • Senior staff

Manager ​

Operational Access, No Settings

Can Access:

  • ✅ View products
  • ✅ Edit product inventory
  • ✅ Process orders
  • ✅ View customers
  • ✅ Basic customer service actions
  • ✅ View loyalty data
  • ✅ Basic reporting

Cannot Access:

  • ❌ Create/delete products
  • ❌ Modify pricing
  • ❌ Change loyalty settings
  • ❌ Access settings
  • ❌ Delete customers
  • ❌ Export data

Who Should Have This:

  • Store managers
  • Team leads
  • Department supervisors

Staff ​

View-Only Plus Basic Actions

Can Access:

  • ✅ View orders
  • ✅ View customer info
  • ✅ View products
  • ✅ Process returns (if permitted)
  • ✅ Customer support tools

Cannot Access:

  • ❌ Create anything
  • ❌ Delete anything
  • ❌ Access settings
  • ❌ View financial data
  • ❌ Export data
  • ❌ Advanced reports

Who Should Have This:

  • Customer service reps
  • Sales associates
  • Support staff
  • Part-time workers

Read-Only ​

View-Only Access

Can Access:

  • ✅ View products
  • ✅ View orders
  • ✅ View basic customer info
  • ✅ View reports

Cannot Access:

  • ❌ Any modifications
  • ❌ Any deletions
  • ❌ Any exports
  • ❌ Customer PII
  • ❌ Settings

Who Should Have This:

  • Analysts
  • Auditors
  • Consultants
  • Temporary access

Custom Roles ​

Creating Custom Role ​

  1. Navigate to Settings > Team > Roles
  2. Click Create Custom Role
  3. Configure:
    • Role name
    • Description
    • Base template (optional)
  4. Select permissions
  5. Save role

Permission Categories ​

Products & Inventory ​

  • View Products: See product catalog
  • Create Products: Add new products
  • Edit Products: Modify product details
  • Delete Products: Remove products
  • Manage Inventory: Update stock levels
  • View Cost Data: See cost/margin info
  • Bulk Import: Import product data
  • Export Products: Download product data

Orders ​

  • View Orders: See order list
  • Create Orders: Manual order entry
  • Edit Orders: Modify order details
  • Cancel Orders: Cancel orders
  • Process Refunds: Issue refunds
  • View Order Notes: See internal notes
  • Add Order Notes: Add comments
  • Export Orders: Download order data

Customers ​

  • View Customers: See customer list
  • View Customer Details: Full profile access
  • Edit Customers: Modify customer data
  • Delete Customers: Remove customers
  • View PII: Access sensitive data
  • Adjust Loyalty Points: Manual point adjustments
  • Send Communications: Email/SMS customers
  • Export Customers: Download customer data

Loyalty Program ​

  • View Loyalty Data: See program metrics
  • Create Campaigns: New loyalty campaigns
  • Edit Campaigns: Modify campaigns
  • Delete Campaigns: Remove campaigns
  • Create Tiers: Define loyalty tiers
  • Edit Tiers: Modify tier settings
  • Create Rewards: Add new rewards
  • Edit Rewards: Modify rewards
  • Manual Point Adjustments: Add/remove points
  • View Point History: See transaction log

Marketing ​

  • Send Emails: Email customers
  • Send SMS: Text message campaigns
  • Send Push Notifications: App notifications
  • Create Promotions: Discount codes
  • Edit Promotions: Modify promotions
  • View Campaign Analytics: See results
  • Create Email Templates: Custom templates
  • Manage Segments: Customer groups

Analytics & Reports ​

  • View Dashboard: Main analytics
  • Sales Reports: Revenue analytics
  • Customer Reports: Customer insights
  • Loyalty Reports: Program metrics
  • Product Reports: Product performance
  • Export Reports: Download data
  • Custom Reports: Create custom views

Settings ​

  • General Settings: Basic configuration
  • Payment Settings: Payment gateways
  • Shipping Settings: Shipping configuration
  • Tax Settings: Tax rules
  • Email Settings: SMTP configuration
  • Notification Settings: Alert preferences
  • Integration Settings: Third-party apps
  • API Keys: View/manage API keys
  • Webhooks: Configure webhooks
  • Team Management: Manage users
  • Billing: View/update billing

Permission Levels ​

Read ​

  • View data only
  • No modifications
  • No exports
  • No actions

Write ​

  • View data
  • Create new items
  • Edit existing items
  • No deletions

Full ​

  • View data
  • Create items
  • Edit items
  • Delete items
  • Export data

Permission Logic ​

Inheritance ​

Permissions can inherit from parent:

Settings (Denied)
  ├─ General Settings (Denied - inherited)
  ├─ Payment Settings (Allowed - override)
  └─ Email Settings (Denied - inherited)

Dependencies ​

Some permissions require others:

  • Edit requires View
  • Delete requires Edit and View
  • Export requires View

Conflicts ​

Resolution order:

  1. Explicit Allow
  2. Explicit Deny
  3. Inherited Allow
  4. Inherited Deny
  5. Default Deny

Role Management ​

Assigning Roles ​

To Single User:

  1. Go to user profile
  2. Select role from dropdown
  3. Save changes

To Multiple Users:

  1. Select users (checkboxes)
  2. Bulk action: Assign Role
  3. Choose role
  4. Confirm

Changing Roles ​

Promotion:

  • Upgrade user to higher role
  • New permissions apply immediately
  • User notified (optional)

Demotion:

  • Downgrade to lower role
  • Permissions revoked immediately
  • Requires confirmation

Role Templates ​

Save time with templates:

  1. Create custom role
  2. Save as template
  3. Apply to new users
  4. Modify as needed per user

Advanced Features ​

Time-Based Access ​

Temporary permissions:

  • Set start date
  • Set end date
  • Auto-revoke when expired

Use Cases:

  • Seasonal workers
  • Contractors
  • Trial access
  • Special projects

Location-Based Access ​

Restrict by location:

  • IP address restrictions
  • Geographic limitations
  • Store-specific access

Conditional Permissions ​

Dynamic permissions based on:

  • Time of day
  • Day of week
  • User attributes
  • Context

Example:

  • Allow refunds only during business hours
  • Restrict deletions to weekdays
  • Limit based on order value

Audit & Compliance ​

Permission Auditing ​

Track changes:

  • Who changed role
  • When changed
  • Previous role
  • New role
  • Reason (if provided)

Access Logs ​

Monitor usage:

  • Feature access attempts
  • Denied permissions
  • Unusual activity
  • Failed actions

Compliance Reports ​

Generate reports:

  • User access levels
  • Permission changes
  • Sensitive data access
  • Regulatory compliance

Best Practices ​

Role Design ​

Do:

  • Start with defaults
  • Customize only when needed
  • Document custom roles
  • Regular reviews
  • Clear naming

Don't:

  • Create too many roles
  • Grant unnecessary permissions
  • Share accounts
  • Leave old roles active
  • Forget to document

Security ​

Principle of Least Privilege:

  • Minimum access needed
  • Regular audits
  • Remove unused permissions
  • Time-limit when possible

Separation of Duties:

  • No single person has full control
  • Critical actions require multiple people
  • Different roles for different functions

Maintenance ​

Quarterly Review:

  • Are roles still appropriate?
  • Remove inactive users
  • Update permissions
  • Audit access logs

Onboarding:

  • Standard role assignment
  • Training on permissions
  • Document expectations

Offboarding:

  • Immediate access revocation
  • Account deactivation
  • Audit recent activity

Troubleshooting ​

Permission Denied Errors ​

User reports can't access feature:

  1. Check assigned role
  2. Review specific permissions
  3. Check for permission dependencies
  4. Verify feature in plan tier
  5. Check for conflicts

Unexpected Access ​

User has access they shouldn't:

  1. Check role assignment
  2. Review custom permissions
  3. Check for inherited permissions
  4. Audit permission changes
  5. Review group memberships

Use Cases ​

E-Commerce Team ​

Admin: Operations manager

  • Full product/order management

Manager: Store manager

  • Process orders, view products

Staff: Customer service

  • View orders, help customers

Multi-Location Business ​

Super Admin: Corporate

  • All locations, all features

Location Admin: Store owner

  • Single location, full access

Location Manager: Store manager

  • Single location, operations

Location Staff: Associates

  • Single location, basic access

Agency/Client Setup ​

Super Admin: Client

  • Full control

Admin: Agency lead

  • Most features, no billing

Manager: Agency team

  • Specific client projects

Read-Only: Client stakeholders

  • View progress

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