User Management & Roles
Invite your team, assign one of five roles, and control who's active — all from one screen.
BillionBiz is built for teams, not just solo merchants. The moment you add a second person to your account, roles start to matter — they answer one question for every teammate: what can this person see and do?
Screen: Settings → Users & Roles.
The five roles at a glance
| Role | Who it's for | Can do | Cannot do |
|---|---|---|---|
| Owner / Super Admin | The business owner or primary account holder | Everything — billing, subscription, user management, finance (payouts, settlements, transfers), store settings, all operational screens | Nothing restricted |
| Store Admin | A trusted manager running day-to-day operations | Orders, products, customers, marketing, online store design, analytics, reports, vendor management | Billing, adding/removing team members, finance screens |
| Staff | Frontline team — pickers, support, content writers | Process orders, manage products and inventory, handle tickets, use coupons | Reports, online store design, branding, marketing config, finance, admin settings |
| Vendor Admin | The owner of a seller shop in your marketplace | Manages their own products, orders, shipments, coupons, tickets, and performance data; can add their own Vendor Staff | See other vendors' data, store-wide settings, finance, customer records outside their own orders |
| Vendor Staff | An employee working inside a vendor shop | Day-to-day tasks within that vendor's scope | Manage the vendor shop's own settings or team |
Note
The left navigation itself enforces these boundaries — a Staff member never sees a Finance link, and a Vendor Admin never sees another vendor's listings. There's no way to accidentally browse to a screen you're not permitted to use.
If you're logged in as a Vendor Admin, this screen shows only your own marketplace's team — a Vendor Admin and Vendor Staff card, and a seat count shared with the rest of your vendor shop. If you're a Store Admin or Owner, you see all five role cards across the whole store.
The admin list
The top of the screen shows a card per role with a live headcount (active teammates only — inactive accounts don't count against your seat total). Below that is the full team table:
| Column | What it shows |
|---|---|
| Name | Avatar and name; a small shield icon marks the Super Admin as protected |
| Login email | |
| Role | Their assigned role, colour-coded |
| Status | Active / Inactive, or Locked if your plan's seat limit has been exceeded |
| Last login | Relative time, or "Never logged in" |
Use the search box to filter by name, email, or role, and the status dropdown to narrow to Active, Inactive, or Locked.
Inviting a teammate
Click Add User
On the Users & Roles screen, click + Add User in the top right.
Fill in their details
Enter first name, last name, and email. If you're a Store Admin/Owner inviting a store teammate, you also set a temporary password (at least 8 characters) — vendor invites skip the password field.
Assign a role
Pick one of the role options from the dropdown. New invites default to Staff (or Vendor Staff, in a vendor's own team).
Save
Click Save. If the email is already registered, the dialog shows an inline error under the email field rather than a generic toast — just correct it and save again.
To edit a teammate later, click the pencil icon on their row and change any field except email. The Super Admin's own row cannot be edited from here — that protects the account owner from being accidentally demoted or locked out.
View Profile does nothing yet
In the new admin sidebar's version of this screen, each row's kebab (⋮) menu always includes a View Profile item alongside Edit, Deactivate/Reactivate, and (for the Super Admin's own row) Transfer. Clicking View Profile currently does nothing — no profile page opens. Treat it as not yet functional; use the pencil icon for Edit instead.
Role assignment and permissions
Each teammate's access is entirely determined by the single role you assign them — there isn't a separate screen for overriding individual permissions beyond that role today. If you need a permission set that doesn't fit one of the five built-in roles, Custom Staff Roles is a plan-gated capability shown (locked, with the plan tier that unlocks it) on the Preferences screen — see that page for current status.
Enabling, disabling, and removing access
Click the status icon on any non-Super-Admin row to toggle a teammate between Active and Inactive. Disabling someone doesn't delete their account — it just blocks their login until you re-enable them. There's no separate delete action; disabling a seat is how you free it up for someone else.
One action at a time
Enabling, disabling, and role changes apply to one teammate per click — there's no multi-select bulk toggle on this screen today.
Plan limits on team seats
Your plan caps how many active seats you can have. A progress bar above the table shows your current usage against that limit. If you're at the cap:
- Adding a new active user is blocked until you free a seat or upgrade.
- Existing users beyond the limit show as Locked (with a lock icon) instead of Active/Inactive — click the locked-seats banner to jump straight to those rows.
- Upgrading your plan (see Pricing & Plans) restores locked seats automatically.
Transferring Super Admin ownership
If you're the Super Admin, your own row shows a transfer icon instead of a disable toggle — you can't disable or demote yourself directly, only hand ownership to someone else.
Open the transfer dialog
Click the transfer icon on your own row. BillionBiz loads the list of teammates eligible to become the new Super Admin.
Choose the new owner
Select a teammate from the dropdown and click Transfer Ownership.
Confirm
A confirmation dialog spells out the consequence — you will no longer be Super Admin. Confirm to complete the transfer.
You'll be signed out
Transferring ownership demotes your own account immediately. BillionBiz signs you out and returns you to the login screen so you can sign back in under your new role — this prevents the rest of the session from running with a stale "Super Admin" view after your access has actually changed.
Tracking what your team does
The Last login column gives a quick per-user glance, but for the full picture of what happened and when, see Activity Log (day-to-day store events) and Audit Logs (a stricter, attributable record of every change, available to Super Admins).
Next steps
- Security Settings — see login attempts and account safety at a glance.
- Audit Logs — trace exactly who changed what.