About user account role access

Learn how to manage access for specific user accounts

Users in Craftybase can be created as either admin or secondary users. Secondary users can then have additional permission settings applied to allow you more fine-grained control over the access you provide the people they work with. 

In this article, we'll cover:

• Managing Admin accounts
• Differentiating Admin from Secondary Users
• Assigning User roles
• Viewing access settings
• Switching Admin accounts

Managing Admin accounts

Why can't I log in even after creating an account?

If you have already completed the Invitation process and cannot log in, please follow the instructions to reset your password here: How do I reset my password?

Why haven't I received my invitation email?

1. Firstly, check if you have received your Invitation Email. If it hasn’t arrived in your Inbox, try checking your Spam box to ensure it hasn’t been delivered there by mistake.
2. If you are sure you haven’t received your invitation email, contact the administrator of your Craftybase account and ask them to resend it. Instructions to resend an invite for Administrator users

Ensure that you only sign up through the invitation process to join as a secondary user on an existing account—if you sign up for a separate account, your email address will be linked to this account and will not be available to use as a secondary user for another account.

Why is my activation link expired?

For security reasons, your Invitation Link is only active for 48 hours and will no longer be usable after this time, so please contact your Craftybase administrator user to resend your Invitation email if your link has expired.

Check if your account has been successfully registered – it may be that your account has been created, so you should now be able to log in here.

What should I do if I need some more time on my trial?

We want to ensure that all of our customers are completely happy with what we offer before they decide to subscribe, so if you need more time on your trial, we’re always happy to extend it—just contact us, and we’ll do the rest.

What should I do once I receive my Invitation Email?

1. Once you receive your email, click on the link inside to create your account.
2. You will first be taken to a page to set a password for your account. Ensure you remember this password, as you will need to log in to Craftybase in the future.
3. Once your password has been set, you should now have full access to the shared account.

Differentiating Admin from Secondary Users

Admin users can view and use all areas of Craftybase. This is the user that the account was originally created under - if you need to switch your admin access to another account, follow the instructions here: Changing the Account Admin.

Secondary users can view and use all areas of Craftybase, apart from the following areas:

• Account Settings
• Subscription details (changing plans, subscribing, and canceling your account)
• Invoice Settings
• Managing users
• Managing integrations
• Pricing tier management
• Quantity type management
• Category management

Assigning User roles

A user can either be an admin, an editor, or a viewer. Editor and viewer roles can only be set on eligible plans - by default, all users are set as Editors.

Admin:  Admin users can view and edit all areas and features of Craftybase. 

Editor: Editor users have the ability to modify data they have access to.

Viewer: Viewer users have no ability to change data.

View access settings

On eligible plans, you can also configure more fine-grained access to views for your secondary users - this is useful if you'd like to add a user that you would prefer not to see more business-sensitive areas like profitability breakdowns or pricing margins.

Details on the access permission settings available are below:

Customer Details: when switched off, this prevents the user from viewing customer PII on orders and customer pages, as well as reports relating to customers (Customers by Revenue, Customers by Frequency)

Reporting: Switching this setting off hides all high-level reports across Craftybase. This includes the Reports tab, the graphical charts at the top of your Orders and Purchases pages, and all reporting sections of your Overview page.

Product Pricing: when switched off, this prevents the user from seeing the default prices for products and variations, pricing guidance for products and variations, and reports relating to pricing (Product Adjustment Report, Most Popular Products, Top Revenue Generators, Product Pricelist)

Profitability: when switched off, this prevents the user from seeing the profitability breakdown on products and orders, as well as reports relating to profitability (Orders Margin Report)

Material Costs: when switched off, this prevents the user from seeing recipe costs, material unit costs, and purchase totals. When switched on, users are able to access and enter data in the Purchase tab.

Order Totals: When switched off, this setting prevents the user from seeing the totals of orders and reports relating to order totals. It also disables the ability to see and download invoices.

Changing the Account Admin

1. Find your Users list by hovering your mouse over the Settings icon, then select the Manage Users option from the menu that appears.

2. Hover over the ⋮ icon next to the name of the user for whom you wish to change the details.
3. On the form that appears, you can change the user name and/or email address.

4. Click the Save button.