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

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

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

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

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.

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

Let’s start with the big one: Super Admin. This is the ultimate role — full access to every feature, report, and setting in the system. It’s built for company leaders, owners, or site administrators who oversee all operations. Super Admins can manage quotes, orders, deliveries, inventory, reports, accounting, automation, integrations, and website settings (including e-commerce and SEO). Basically, if it exists in the system, they can access and edit it.
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Next up, we’ve got the Buyer role. This one’s for the folks handling purchasing and stock management. Buyers can access dashboards, sales tools, quotes, orders, deliveries, and inventory controls. They can manage purchase orders, vendor reports, pricing, promotions, and all related settings. Reporting and accounting access are almost as broad as Super Admins, making them key players in supply and procurement operations.

The Store Manager role is designed for people running the floor — the ones managing daily store operations and sales teams. They can edit orders, assist with quotes, oversee deliveries, track KPIs, and review performance reports. Store Managers also handle basic accounting (commission, income statement, accounts receivable) and inventory transfers. They have moderate settings access and full integration rights, but limited control over website tools.

Got someone managing routes? That’s your Delivery Manager. They plan and monitor delivery routes, schedules, and route notes, ensuring products reach customers on time. They can access delivery-related reports (like driver and fulfillment), manage returns, and handle inventory movement between locations. They also manage delivery automation settings and integrations, with accounting limited to commission and receivables.

The Office Employee role fits general admin staff who support operations behind the scenes. They can view dashboards, deliveries, quotes, and reports, but have limited editing privileges. Their access includes most reports — sales, protection plans, payments, vendors, and fulfillment — but excludes accounting and management tools. They can manage customers, directory data, and some system settings like payments and notifications.

This one’s all about the front line — the Sales Associate. It’s perfect for in-store staff handling day-to-day customers. Sales Associates can create quotes, manage orders, and track their own sales data. They can view limited reports (like their own protection plan results) and basic accounting (commissions, accounts receivable). By default, this role is always set as a Sales Person, and that setting can’t be changed.

Warehouse hands and delivery assistants? This one’s for them. The Warehouse/Delivery Team role focuses on logistics, not sales. They handle deliveries, scan-outs, and inventory operations such as stock movements, transfers, and reconciliation. They can access customer and driver reports but have no permissions for sales, accounting, or website management.

Now let’s talk third-party roles — there are three of them: Third-Party Delivery Manager, Third-Party Driver, and Third-Party Accounting. These roles are for contractors or external teams who need limited system access.

Just like Sales Associates, certain toggles are locked: Delivery Managers and Drivers can’t be set as Sales Persons, and the Driver role is locked as a Driver by default.

Last but not least — the Website Admin. This one’s for team members managing only the website. They control website e-commerce, content, and SEO settings but have no access to sales, delivery, or accounting tools. Like the other restricted roles, Sales and Driver toggles are disabled by default.

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.

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

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

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

Their Default Truck Number

And their Default Delivery Method

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

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.

Next Up - Let's get your users added and assigned!