Help › Settings
Users and invites
Add teammates, approve sign-up requests, set roles and permissions, and send one-time invite links (admins only).
What it's for
Users & Access is where admins manage who can sign in to OrderPilot and what each person can see and do. Members only see their own My account box here (see My account).
Where to find it
⚙ Settings → Users & Access. Admins see three boxes: Users, Invites and My account. The Users box shows how many users you have, or how many are waiting for approval.
The screen at a glance
Users → People tab (admins only)
Each card shows:
- Username, full name and email. Click the email to change it. Google sign-in matches people by this email. A green dot means the person has signed in with Google.
- Role — Member or 👑 Admin — full access. The account owner shows a ⭐ Owner badge instead.
- Status — ACTIVE, PENDING (asked for access or finished sign-up and waits for approval) or DISABLED.
- 📞 Phone — click to set or change it. A number set by an admin counts as verified.
- 📱 Text notifications — lets this person receive alert and report texts and use text commands from their phone.
- 🔐 Sign-in code (2FA) — asks for a texted or emailed code at every sign-in.
- Permissions — tick what a member may open. Admins and the owner always have everything, so their boxes are greyed out.
| Permission | Gives access to |
|---|---|
| SKUs | Source, catalog and channel SKU pages and the repricer |
| Orders | Orders, Shipping and FBA shipments |
| Purchasing | Purchasing and recovery |
| 💬 Customer Care | The emails and claims section |
| 🏬 Warehouse | The Warehouse pages |
| Integrations | Integration history pages |
| Settings | This Settings page |
| 💰 Financials | Profit, COGS, vendor costs, fees, P&L and Reports (on by default) |
| 👤 Ship counts by user | See who shipped how many in the Shipping widget's hourly tooltip; off shows totals only |
| Team: see the whole team | See everyone on Team → Who's working. Everyone always has their own clock, work, tasks, timesheet and chat |
Users → Add user tab (admins only)
Type a Username, Email, Password (at least 12 characters), pick a Role, tick permissions, and click Add user.
Invites (admins only)
Create a one-time link to send to a new teammate. They pick their own username, email and password and get the permissions you tick. Links work once and expire after 7 days.
Buttons and actions
| Button | What it does |
|---|---|
| Role list | Changes Member ↔ Admin right away. Admins have full access and see all users. |
| ✅ Approve | Activates a pending person. Set their role and permissions first. |
| ⛔ Disable | Stops the person from signing in. Their user stays in the list. |
| ▶ Enable | Lets a disabled person sign in again. |
| 🔑 | Asks for a new password (at least 12 characters) and sets it. |
| 🗑 | Asks you to confirm, then deletes the user. This cannot be undone. |
| Email (click) | Asks for a new email address for that user. |
| Phone (click) | Asks for a 10-digit mobile number, used for alert texts and text commands. |
| Permission tick boxes | Save as soon as you tick or untick. |
| Add user | Creates the user straight away with the details in the form. |
| Create invite link | Makes a new link with the ticked permissions and shows it with a 📋 Copy button. |
| ✉️ Email invite | Emails the link you just created to the address you type. Create the link first. |
How to invite a new teammate
- Open Settings → Users & Access → Invites.
- Tick what they need, for example Orders and 🏬 Warehouse. Untick 💰 Financials if they should not see costs and profit.
- Click Create invite link.
- Click 📋 Copy and send the link yourself, or type their email and click ✉️ Email invite.
- When they finish signing up they appear under Users → People.
How to approve someone who requested access
- Open Settings → Users & Access → Users. The box badge shows how many are pending.
- Find the card marked PENDING.
- Choose the role and tick their permissions.
- Click ✅ Approve.
How to turn on texts for a teammate
- On their card, click the phone and enter their mobile number.
- Tick 📱 Text notifications.
- They then choose which texts they want in their own My account → Notifications.
Tips and troubleshooting
- Someone can't see a page. Check their permission boxes. Members only see sidebar pages they have permission for.
- Google sign-in doesn't match a person. Make sure the email on their card is the same as their Google account email.
- Invite link says it has expired or was used. Create a new one; each link works once and lasts 7 days.
- Email invite says "Create the invite link first". Click Create invite link, then Email invite.
- Need to remove access but keep history? Use ⛔ Disable instead of deleting.
Still stuck? Email support@softavant.com and tell us what you were trying to do.