Below are the most common setups for each type of user. Use them as a starting point, then turn individual permissions on or off to fit how your team works.
💡 To set a user's permissions: go to Admin Users, open the user, and select Permissions. For what each permission controls, see Understanding Admin User Permissions.
Key
Each screenshot below shows the recommended setup for that role. Optional permissions are explained under each role.
Owners and Leadership
Full access to run the business, including finances, reports, settings, and managing other users.
Owners and leadership usually have every permission. Turn on Select all at the top of the Permissions screen.
Counter Staff
Creating and managing orders, quotes, and customers.
Recommended: Orders and dispatch, Add buffer period, Customers, Products and inventory, Inventory calendar, Purchase orders and vendors, Work orders
Optional:
Edit order pricing: if they're allowed to change rates, discounts, or fees, or add custom products.
Override credit limits: if they can approve orders that go over a customer's credit limit.
Approve purchase orders: if they approve purchase orders, not just request them.
Collect payments and issue refunds: if they take payments or give refunds.
Collectibles: if they need to see customer balances or edit invoice line items.
Dispatch and Drivers
Scheduling and completing deliveries and pickups.
Recommended: Orders and dispatch, Customers, Products and inventory
Optional:
Collect payments and issue refunds: if drivers collect payment at delivery or pickup.
Mechanics
Working on work orders, scheduled services, and equipment inspections.
Recommended: Orders and dispatch, Customers, Products and inventory, Work orders
Optional:
Edit order pricing: if they add line items to work order invoices.
Collect payments and issue refunds: if they take payment on work orders.
Accounting
Payments, collectibles, accounting, and financial reports.
Recommended: Orders and dispatch, Override credit limits, Customers, Products and inventory, Purchase orders and vendors, Approve purchase orders, Work orders, Accounting, Collect payments and issue refunds, Collectibles, Payment setup, QuickBooks Online, View reports
Optional:
Edit order pricing: if they correct pricing or add line items to invoices.
Discount coupons: if they manage discount codes.
Product fees: if they manage the fees applied to products.
Location fees: if they manage the fees applied at specific locations.
Warehouse
Managing inventory, product units, and inspections.
Recommended: Orders and dispatch, Customers, Products and inventory, Categories, Inventory calendar, Product options, Purchase orders and vendors, Work orders
Optional:
Edit order pricing: if they adjust prices or add custom products on orders.
Approve purchase orders: if they approve purchase orders for equipment or parts.
Need help?
If you're not sure which permissions a user needs for their job, contact Quipli support at [email protected].