Users

Open users, edit their information, reset their password, and determine which screens they see with console roles.

The Users screen is where you manage the people in your workspace: open new users, edit their information, reset their password, and assign console roles that determine which screens they see in the console. It is used by team managers and system administrators. To use the screen correctly, you need to understand the difference between two concepts:

• Identity role — The role in the user record. It defines the permissions granted to the user by backend services such as orders, store, and POS. There is only one identity role per user record.
• Console roles — Determine which menus, screens, and buttons appear in the console. A user can be assigned multiple console roles. You define the contents of console roles on the Roles screen.

Assigning an identity role alone is not sufficient for the user to see console screens; a console role must also be assigned for the user to see screens in the console.

Accessing the screen

Navigate via the menu: Settings & Access › Access › Users. The screen is also available as a shortcut on the Settings & Access card in the product launcher. If you do not see it in the menu, your account does not have permission for this screen.

The page title is User access. The menu name and the title differ; they refer to the same screen.

Screen sections

1. Title — New user button at the top right.
2. View and search bar — Selector toggling between two views and a search box.
3. List — Users, console roles, and access statuses.
4. Pagination — Only in the All users view, below the list.

Subpages of the screen:

• New user page — form for creating a new account.
• User page — a page where a user’s identity details, console access, and password are managed in one place.

Views and search

Use the selector above the list to switch between two views. Both options show the number of people in parentheses.

Switching views also resets the list to the first page.

List

The three-dot button at the far right of the row (Row actions) opens actions related to that user. Clicking the row itself does not open anything; to open the user page, use Edit in the three-dot menu.

The trash icon on the role tag (Remove role) immediately removes the role without confirmation. If clicked by mistake, reassign the role via Manage roles.

Statuses

The Console access column and the status badge on the user page:

The Frozen badge in the User column means something different: a frozen user record cannot log in anywhere, including the console. You can reactivate a frozen record only via the Live checkbox on the user page.

Actions

Items in the three-dot menu vary by row:

Creating a new user

1. Click the New user button at the top right.
2. Fill in the Identity details form (see the User information fields table below). The First name, Email, and Identity role fields must be filled for the Create button to be active.
3. Click Create.

Result:

• A yellow box appears at the top of the page showing the user’s password: "The password will not be shown again. Copy it now and provide it to the user:". Copy the password with the Copy button and securely deliver it to the user. You do not set the password; the system generates it and shows it only once.

• The User created section shows "<email> can now log in.".

• The same section shows the result of the console role assignment. If a console role with the same code as the selected identity role exists, it is assigned automatically. Possible results:

  • Green "Console role also assigned: …" — the user sees screens for that role in the console.
  • Orange "… role has no console equivalent." — no console role assigned.
  • Red "Console role assignment failed (…). Assign it from the user page." — assignment was rejected or interrupted; reason shown in parentheses.
  • Gray "Assign a console role from the user page for console screen access." — automatic assignment was not attempted.

  In the last three cases, the user account is still created; assign the console role manually from the user page or via Manage roles in the list.

• Use the buttons below to continue: Add another user (clears the form), Back to users, or Open user (goes to the new user’s page; if the new record ID cannot be retrieved, this button does not appear, but the user is still created and can be found in the list).

Cancel by clicking the Cancel link at the bottom of the form. If creation is rejected, a red notification titled "Something went wrong" appears, and the form remains filled.

Email format and field lengths are not validated while typing; invalid values are rejected only after clicking Create.

The username is taken from the email address ("Also used as username."). The username cannot be changed later; ensure the email is correct.

Assigning or removing console roles

1. From the user’s row, select Manage roles from the three-dot menu. A window titled "<name> — roles" opens.
2. Under Current roles, you see the user’s current roles.
3. Select a role from the Role list for a new role. Each role appears as "Name — code"; roles the user already has do not appear in the list.
4. If needed, fill in the Scope field (see below). Leave empty for unrestricted role.
5. Click Assign role. A "Role assigned." notification appears, and the list updates.
6. To remove a role, click the trash icon on the role tag. The role is removed without confirmation, and a "Role removed." notification appears.
7. When finished, click Close.

You can assign a role this way even to users who previously had no console roles. The same editor is also available on the user page in the Console access section.

The Scope field restricts the role to specific records. As described in the field’s explanation: "E.g. locations=12,44 — no restrictions if empty." The format is key=value1,value2. If specifying multiple restrictions, separate them with spaces (e.g., locations=12,44 vendors=60). Parts missing an equal sign or value are silently ignored; check that the scope appears correctly on the role tag after assignment. A scoped role appears on the tag as "· key=values" next to the role code.

The system decides if the assignment is appropriate. For example, if you try to assign a role granting permissions you do not have, the operation is rejected; the reason appears below the "Something went wrong" notification.

Suspending and restoring console access

Use this to temporarily stop a user from using the console without deleting their roles.

1. From the row’s three-dot menu, select Suspend console access.
2. The Console access column status changes to Suspended.

No confirmation or success notification appears; you see the result in the status column. To restore access, select Restore console access from the same menu. Suspending does not freeze the user record or delete roles; it only cuts console access.

Removing from workspace

Use when the user will no longer work in this workspace.

1. From the row’s three-dot menu, select Remove from workspace.
2. Confirm the prompt "Remove user from this workspace? The account will not be deleted.".

A "User removed from workspace." notification appears, and the list refreshes. The account is not deleted; only the association with this workspace is removed.

Previewing as the user

Preview lets you check what a user sees in the console. Ideal for verifying correct screens after defining or changing roles.

1. From the row’s three-dot menu (or the user page’s top right), select Preview.
2. The console returns to the main page; menus and permissions now reflect that user.
3. A fixed bar appears at the bottom: "Preview: <name>". As explained in the bar, menus and permissions are for that user, but data is accessed with your permissions, and no changes can be made during preview.
4. To end, click End preview on the bar.

You cannot start a new preview while one is active (Preview is hidden); end the current preview first. Preview is tied to the browser tab and ends if you close the tab. If preview cannot start (e.g., no permission), an error notification appears, and the console remains unchanged.

User page

Opened via Edit in the three-dot menu or Open user after creating a new user. At the top are the Back to users link, the user’s name as the title, and the username below. Badges under the title show the identity role, store code, and Frozen status if the record is frozen. If you have preview permission, a Preview button is at the top right.

The page has three sections.

Identity details

Information from the user record. Login, store restriction, and backend permissions come from here.

1. Edit the fields you want to change.
2. Click Save at the bottom of the section.

The Save button is inactive if no fields changed or if First name is empty. On success, a "User information saved." notification appears, and the page refreshes with new values. On failure, a red error notification appears, and your changes remain in the form. Leaving the page without saving discards changes without warning.

User information fields

The same fields are used in the New user form and on the user page.

The username can never be changed. The Cargo label format and Live fields may not appear on some setups; in that case, these values are not changed when saving.

Console access

"Which menus, screens, and buttons appear in the console. Independent of the identity role." This section contains the same editor as the Manage roles window in the list: Current roles, Role, Scope, and Assign role. If the user has a console access record (i.e., no access is not shown in the list), the section shows the access status (Live / Suspended) and the Suspend console access or Restore console access button.

Password

Use when the user forgets their password or you suspect it has been compromised. You do not set the password; the system generates it.

1. Click the Reset password button.
2. Confirm the prompt "Generate a new password for <name>? The current password will become invalid.".
3. The new password appears in a yellow box. Copy it with Copy and deliver it to the user, then close the box with Close.

The new password will not be shown again. To see it again after closing, you must reset it again; each reset invalidates the previous password.

Common situations

• "User service unreachable…" warning appears and the list is empty. User records are temporarily inaccessible; the All users list cannot be loaded and new users cannot be created (New user button appears but creation fails). The warning states that accounts with access remain visible; switch to the Users with console access view to see and manage roles of users assigned roles. Try again later.
• "No one in this workspace" or "No access granted yet" appears. The first means the All users view list is empty; the second means the Users with console access view list is empty. Clear any text in the search box; if still empty, create a user with New user or assign a role to a user from the All users view via Manage roles.
• I accidentally removed a role. The trash icon on the role tag removes roles without confirmation. Reassign the same role via Manage roles; if scoped, re-enter the scope.
• User can log in but sees no screens in the console. The user has no console role or console access is Suspended. Check the Console roles and Console access columns; assign roles via Manage roles or restore access via Restore console access if needed. Verify with Preview.
• User sees no data on store screens. Check the Store code field on the user page. A user linked to the wrong store sees only that store’s data.
• No Edit item for a person. If the person has the Other workspace badge, their identity details are managed in their own workspace. You can only manage their console roles or suspend access in your workspace.
• User page says "User not found." The user is not in this workspace or the link you opened is incomplete. Use Back to users to return to the list and open the user from there.
• I left the new user page without copying the password. The password is not shown again. Open the user page and generate a new password with Reset password.

Related screens

• Roles
• API clients
• My profile
• Using list screens