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User Roles Complete Guide

Naufal avatar
Written by Naufal
Updated this week

Watch this video or read through the article. Your choice!

Hey there! In this video, we’re going to walk you through one of the most important tools in your settings: User Roles.

Accessing Users Roles

First things first — let’s get to the User Roles section. Just click on Settings at the bottom of the sidebar.

Click 'settings'

Then head to the Basic Settings section and click on Users.

Click 'Users'

Here’s where you’ll assign roles to your team.

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Explanation of Each Role

But before you start clicking away — it’s important to know what each role actually does. So let’s break it all down!

Click the little info icon next to "Role" to view the full list.

Click 'info'

There are 11 roles total — and each one has a specific purpose.

Super Admin

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Let’s start with the big one: Super Admin. This is the ultimate role. Total access to every feature and setting. It’s designed for company leaders, owners, or site administrators.
​
​Super Admin's accessible features and pages:

Dashboard

  1. Delivery Routing

  2. Delivery Schedule

  3. Leaderboards/Revenue

  4. Sales KPI and Commission

  5. Management Tools

My Quotes

  1. Quote and Order Auditor

  2. Quote/Order Reassign

  3. Tax-exempt

  4. Button Delete Quote

My Orders

  1. Edit Address

  2. Edit Model

  3. Inventory Bypass

  4. Delivery Control

  5. Add Ons

  6. Delete order

  7. House deal

  8. Notification

  9. Notes

  10. Edit Sales Person

  11. Start Return

Customers

  1. Credit Line Access

  2. Account Credit Returns

Directory

  • Yes

Deliveries

  1. Deliveries Tab

  2. Scan Out

  3. Scan Out Tab

Routing

  1. Access Routing Page

  2. Route Notes

Inventory

  1. Inventory Management

  2. Stock Movement

  3. Inventory Settings

  4. Delete Model

  5. Register Model

  6. Transfer Inventory

  7. Reconcile Inventory

Purchase Order

  1. Add Request

  2. Move to Ordered

Reports

  1. Reports

    1. Quotes

    2. Orders

    3. Return

    4. Live

    5. Sales By Product

    6. Protection Plan Report (Full Access)

    7. Fulfillment Report

    8. Refundable Deposit Report

    9. Payment Breakdown Report

    10. Custom Item Report

    11. Instant Rebate Report

    12. Driver Report

    13. Deferred Revenue

    14. Deposit Report

    15. Customer Credit

    16. Vendor Ranking Report

    17. Vendor Purchase Report

    18. Vendor Aging Report

  2. Management Tools

    1. Sell Through

    2. Damage Allowance Report

    3. Floor Model Planner

    4. Spiff Report (Full Access)

    5. Sales KPI Report

    6. Return Management

    7. Reschedule

  3. Accounting

    1. Commission

    2. Income Statement

    3. Balance Sheet

    4. Sales Tax

    5. Account Receivable

Refer & Earn (Active After 6 Months)

  • Yes

Integration

  • Yes

Settings

  1. Basic Settings

    1. Company

    2. Delivery Schedule

    3. Installs

    4. Package Deals

    5. Payments

    6. Product Catalog

    7. Product Pricing

    8. Promos

    9. Protection Plan

    10. Terms and Conditions

    11. User

  2. Advance Settings

    1. Accounting

    2. Delivery and Install Automation

    3. Digital Price Tag

    4. Notifications

  3. Website Settings

    1. Website E-commerce

    2. SEO

Buyer

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Next up, we’ve got the Buyer role. This is for the folks who handle ordering and managing inventory. They can see most of the menus that impact stock and purchasing.

Buyer's accessible features and pages:

Dashboard

  1. Delivery Routing

  2. Delivery Schedule

  3. Leaderboards/Revenue

  4. Sales KPI and Commission

  5. Management Tools

My Quotes

  1. Quote and Order Auditor

  2. Quote/Order Reassign

My Orders

  1. Edit Address

  2. Edit Model

  3. Inventory Bypass

  4. Delivery Control

  5. Add Ons

  6. Delete order

  7. House deal

  8. Notification

  9. Notes

  10. Edit Sales Person

  11. Start Return

Customers

  1. Account Credit Returns

Directory

  • Yes

Deliveries

  1. Deliveries Tab

  2. Scan Out

  3. Scan Out Tab

Routing

  1. Access Routing Page

Inventory

  1. Inventory Management

  2. Stock Movement

  3. Inventory Settings

  4. Delete Model

  5. Register Model

  6. Transfer Inventory

  7. Reconcile Inventory

Purchase Order

  1. Add Request

  2. Move to Ordered

Reports

  1. Reports

    1. Quotes

    2. Orders

    3. Return

    4. Live

    5. Sales By Product

    6. Protection Plan Report (Full Access)

    7. Fulfillment Report

    8. Refundable Deposit Report

    9. Payment Breakdown Report

    10. Custom Item Report

    11. Instant Rebate Report

    12. Driver Report

    13. Deferred Revenue

    14. Deposit Report

    15. Customer Credit

    16. Vendor Ranking Report

    17. Vendor Purchase Report

    18. Vendor Aging Report

  2. Management Tools

    1. Sell Through

    2. Damage Allowance Report

    3. Spiff Report (Full Access)

    4. Sales KPI Report

    5. Return Management

    6. Reschedule

  3. Accounting

    1. Commission

    2. Income Statement

    3. Balance Sheet

    4. Sales Tax

    5. Account Receivable

Refer & Earn (Active After 6 Months)

  • Yes

Integration

  • Yes

Settings

  1. Basic Settings

    1. Company

    2. Delivery Schedule

    3. Installs

    4. Package Deals

    5. Payments

    6. Product Catalog

    7. Product Pricing

    8. Promos

    9. Protection Plan

    10. User

  2. Advance Settings

    1. Accounting

    2. Delivery and Install Automation

    3. Digital Price Tag

    4. Notifications

  3. Website Settings

    1. Website E-commerce

    2. SEO

Store Manager

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Store Manager is built for people running the floor — managers who oversee sales and operations. They can tweak orders and support the sales team directly.

Store Managers' accessible features and pages:

Dashboard

  1. Delivery Routing

  2. Delivery Schedule

  3. Leaderboards/Revenue

  4. Sales KPI and Commission

  5. Management Tools

My Quotes

  1. Quote and Order Auditor

  2. Quote/Order Reassign

My Orders

  1. Edit Address

  2. Edit Model

  3. Delivery Control

  4. Add Ons

  5. House deal

  6. Notification

  7. Notes

  8. Edit Sales Person

  9. Start Return

Customers

  1. Credit Line Access

  2. Account Credit Returns

Directory

  • Yes

Deliveries

  1. Deliveries Tab

  2. Scan Out

  3. Scan Out Tab

Routing

  • No

Inventory

  1. Inventory Management

  2. Stock Movement

  3. Register Model

  4. Transfer Inventory

  5. Reconcile Inventory

Purchase Order

  1. Add Request

  2. Move to Ordered

Reports

  1. Reports

    1. Quotes

    2. Orders

    3. Return

    4. Live

    5. Sales By Product

    6. Protection Plan Report (Full Access)

    7. Payment Breakdown Report

    8. Deferred Revenue

    9. Customer Credit

  2. Management Tools

    1. Spiff Report (Full Access)

    2. Sales KPI Report

    3. Reschedule

  3. Accounting

    1. Commission

    2. Income Statement

    3. Account Receivable

Refer & Earn (Active After 6 Months)

  • Yes

Integration

  • Yes

Settings

  1. Basic Settings

    1. Company

    2. Payments

    3. User

  2. Advance Settings

    1. Digital Price Tag

  3. Website Settings

    • No

Delivery Manager

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Got someone managing routes? That’s your Delivery Manager. They can create and edit delivery routes for getting products to customers on time.

Delivery Manager's accessible features and pages:

Dashboard

  1. Delivery Routing

  2. Delivery Schedule

  3. Leaderboards/Revenue

  4. Sales KPI and Commission

My Quotes

  1. Quote and Order Auditor

  2. Quote/Order Reassign

My Orders

  1. Edit Address

  2. Edit Model

  3. Inventory Bypass

  4. Delivery Control

  5. Add Ons

  6. Notification

  7. Notes

  8. Start Return

Customers

  • Yes

Directory

  • Yes

Deliveries

  1. Deliveries Tab

  2. Scan Out

  3. Scan Out Tab

Routing

  1. Access Routing Page

  2. Route Notes

Inventory

  1. Stock Movement

  2. Register Model

  3. Transfer Inventory

  4. Reconcile Inventory

Purchase Order

  1. Add Request

  2. Move to Ordered

Reports

  1. Reports

    1. Quotes

    2. Orders

    3. Return

    4. Live

    5. Sales By Product

    6. Protection Plan Report (Full Access)

    7. Payment Breakdown Report

    8. Driver Report

    9. Deferred Revenue

    10. Customer Credit

  2. Management Tools

    1. Damage Allowance Report

    2. Spiff Report (Full Access)

    3. Return Management

    4. Reschedule

  3. Accounting

    1. Commission

    2. Account Receivable

Refer & Earn (Active After 6 Months)

  • Yes

Integration

  • Yes

Settings

  1. Basic Settings

    1. Delivery Schedule

    2. User

  2. Advance Settings

    1. Delivery and Install Automation

  3. Website Settings

    • No

Office Employee

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The Office Employee role is for general admin staff — people helping out behind the scenes. They can view most reports and menus, but can’t create orders or quotes.

Office Employee's accessible pages:

Dashboard

  1. Delivery Routing

  2. Delivery Schedule

  3. Leaderboards/Revenue

  4. Management Tools

My Quotes

  1. Quote and Order Auditor

  2. Quote/Order Reassign

My Orders

  1. Edit Address

  2. Edit Model

  3. Delivery Control

  4. Add Ons

  5. Notification

  6. Notes

  7. Start Return

Customers

  • Yes

Directory

  • Yes

Deliveries

  1. Deliveries Tab

  2. Scan Out

  3. Scan Out Tab

Routing

  • No

Inventory

  1. Stock Movement

  2. Register Model

  3. Transfer Inventory

  4. Reconcile Inventory

Purchase Order

  1. Add Request

  2. Move to Ordered

Reports

  1. Reports

    1. Quotes

    2. Orders

    3. Return

    4. Sales By Product

    5. Protection Plan Report (Full Access)

    6. Fulfillment Report

    7. Payment Breakdown Report

    8. Custom Item Report

    9. Instant Rebate Report

    10. Driver Report

    11. Deferred Revenue

    12. Customer Credit

    13. Vendor Ranking Report

    14. Vendor Purchase Report

    15. Vendor Aging Report

  2. Management Tools

    • No

  3. Accounting

    • No

Refer & Earn (Active After 6 Months)

  • Yes

Integration

  • Yes

Settings

  1. Basic Settings

    1. Company

    2. Payments

    3. User

  2. Advance Settings

    1. Digital Price Tag

    2. Notifications

  3. Website Settings

    • No

Sales Associate

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This one’s all about the front line — the Sales Associate. Perfect for store staff handling customers day-to-day. Here’s a keynote: this role is always set as a Sales Person by default, and that setting can’t be changed.

Sales Associate's accessible pages:

Dashboard

  1. Delivery Routing

  2. Delivery Schedule

  3. Leaderboards/Revenue

My Quotes

  1. Quote and Order Auditor

  2. Quote/Order Reassign

My Orders

  1. Edit Address

  2. Edit Model

  3. Delivery Control

  4. Add Ons

  5. Notification

  6. Notes

  7. Start Return

Customers

  • Yes

Directory

  • Yes

Deliveries

  • No

Routing

  • No

Inventory

  1. Stock Movement

  2. Register Model

  3. Transfer Inventory

  4. Reconcile Inventory

Purchase Order

  1. Add Request

  2. Move to Ordered

Reports

  1. Reports

    1. Quotes

    2. Orders

    3. Return

    4. Protection Plan Report (Own Data Only)

    5. Deferred Revenue

    6. Customer Credit

  2. Management Tools

    1. Spiff Report

  3. Accounting

    1. Commission

    2. Account Receivable

Refer & Earn (Active After 6 Months)

  • Yes

Integration

  • Yes

Settings

  1. Basic Settings

    • No

  2. Advance Settings

    1. Accounting

    2. Digital Price Tag

  3. Website Settings

    • No

Warehouse/Delivery Team

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Warehouse hands and delivery assistants? This one’s for them. The Warehouse/Delivery Team role is for staff helping with logistics — not sales.

Warehouse/Delivery Team's accessible pages:

Dashboard

  1. Delivery Routing

  2. Delivery Schedule

My Quotes

  • No

My Orders

  • No

Customers

  • Yes

Directory

  • Yes

Deliveries

  1. Deliveries Tab

  2. Scan Out

  3. Scan Out Tab

Routing

  • No

Inventory

  1. Stock Movement

  2. Register Model

  3. Transfer Inventory

  4. Reconcile Inventory

Purchase Order

  1. Add Request

  2. Move to Ordered

Reports

  1. Reports

    1. Driver Report

    2. Customer Credit

  2. Management Tools

    1. Reschedule

  3. Accounting

    • No

Refer & Earn (Active After 6 Months)

  • No

Integration

  • No

Settings

  1. Basic Settings

    • No

  2. Advance Settings

    • No

  3. Website Settings

    • No

Third-Party Roles

Now let’s talk third-party roles — there are three of them:

  • Third-Party Delivery Manager,

  • Third-Party Driver, and

  • Third-Party Accounting.

These are for contractors or outside companies that need limited system access. They can only see what’s relevant to their job — like delivery routes or accounting reports.

Oh, and just like Sales Associate, certain toggles are locked for these roles:

  • Delivery Manager and Driver can’t be set as a Sales Person, and

  • Driver is locked as a Driver by default.

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Third-Party Delivery Manager's accessible pages:

Dashboard

  1. Delivery Routing

  2. Delivery Schedule

My Quotes

  • No

My Orders

  • No

Customers

  • No

Directory

  • No

Deliveries

  1. Deliveries Tab

  2. Scan Out

  3. Scan Out Tab

Routing

  1. Access Routing Page

  2. Route Notes

Inventory

  • No

Purchase Order

  • No

Reports

  1. Reports

    1. Driver Report

  2. Management Tools

    • No

  3. Accounting

    • No

Refer & Earn (Active After 6 Months)

  • Yes

Integration

  • Yes

Settings

  1. Basic Settings

    1. Delivery Schedule

  2. Advance Settings

    1. Delivery and Install Automation

  3. Website Settings

    • No

Third-Party accounting's accessible pages:

Dashboard

  • No

My Quotes

  • No

My Orders

  • No

Customers

  • No

Directory

  • Yes

Deliveries

  • No

Routing

  • No

Inventory

  • No

Purchase Order

  • No

Reports

  1. Reports

    1. Refundable Deposit Report

    2. Payment Breakdown Report

    3. Deferred Revenue

    4. Customer Credit

  2. Management Tools

    • No

  3. Accounting

    1. Commission

    2. Income Statement

    3. Balance Sheet

    4. Sales Tax

Refer & Earn (Active After 6 Months)

  • No

Integration

  • No

Settings

  1. Basic Settings

    • No

  2. Advance Settings

    • No

  3. Website Settings

    • No

Third-Party Driver's accessible pages:

Dashboard

  • No

My Quotes

  • No

My Orders

  • No

Customers

  • No

Directory

  • No

Deliveries

  1. Deliveries Tab

  2. Scan Out

  3. Scan Out Tab

Routing

  1. Access Routing Page

  2. Route Notes

Inventory

  • No

Purchase Order

  • No

Reports

  1. Reports

    • No

  2. Management Tools

    • No

  3. Accounting

    • No

Refer & Earn (Active After 6 Months)

  • Yes

Integration

  • Yes

Settings

  1. Basic Settings

    • No

  2. Advance Settings

    • No

  3. Website Settings

    • No

Website Admin

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Last but not least — the Website Admin. This one’s for team members who manage the website only. They won’t have access to Sales or Driver settings either — those toggles are disabled too.

Website Admin's accessible pages:

Dashboard

  • No

My Quotes

  • No

My Orders

  • No

Customers

  • No

Directory

  • No

Deliveries

  • No

Routing

  • No

Inventory

  • No

Purchase Order

  • No

Reports

  1. Reports

    • No

  2. Management Tools

    • No

  3. Accounting

    • No

Refer & Earn (Active After 6 Months)

  • No

Integration

  • No

Settings

  1. Basic Settings

    • No

  2. Advance Settings

    • No

  3. Website Settings

    1. Website E-commerce

    2. SEO

How to Assign a Role

Now that you know what each role does, let’s assign them! In the Users section, look for the Role column. Choose the appropriate role from the dropdown.

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Salesperson and Driver

Next to it, you can assign them to a Salesperson or a Driver.

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Salesperson

If you turn on Sales Person, that user will be able to help customers with orders.

Click 'on'

Driver

Flip the Driver toggle on? A pop-up will appear —You’ll need to fill in:

Click 'off'

Their Default Truck Number

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And their Default Delivery Method

Click here

Once you’re done, hit Save — and you’re all set.

Click 'Save'

And that’s it! That’s your full guide to User Roles in Appliance.io. Assign the right roles, keep your team organized, and give everyone the right access from day one. Thanks for reading, and we’ll see you in the next one!

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Super Admin
Buyer
Store Manager
Delivery Manager
Navigating The Side Bar Menu
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