To keep your team's access unchanged, we've temporarily added Basic category permissions that mirror your previous access levels.

Over the coming months, we'll replace Basic permissions with more granular ones, product area by product area. When a new granular permission is introduced, it will be automatically assigned to any role that already had access via the corresponding Basic permission. Once a product area is fully covered, the Basic permission for that area is removed.

The user permission system controls what each member of your store can do — what data they can view and what actions they can perform.

Configuring permissions carefully helps keep your store secure. By giving each user only the access they need, you limit what they can see or change. If a user makes a mistake or their account is compromised, the potential damage is reduced.

Roles are how user access is managed in the Swap platform. You can create, update, or delete roles as needed. For each role, you specify a name and an optional description, then assign permissions to it. When choosing which permissions to assign to a role, you select from a predefined set that covers all Swap products and general platform functionality.

Once your roles are set up, you assign them to users. Each role grants the user access to the functionality its permissions provide. Assigning a user multiple roles gives them the combined access of all assigned roles.

Viewing users

The Users tab lists all members of your store, along with the roles currently assigned to each of them.

Creating a user

When adding a new user to your store, you must provide some basic information about them. You can also assign roles at this stage.

Editing a user

You can update the roles assigned to any user at any time.

Viewing roles

In the Roles tab, you can see all roles created in your store and the permissions assigned to them.

Creating a role

You can create any number of roles in your store. Each role requires a name. A description is optional. For each role, you must choose at least one permission to assign to it from the list of permissions.

Editing a role

You can update a role at any time, including its name, description, and assigned permissions.

Deleting a role

You can delete a role when it is no longer needed. A confirmation prompt appears before the deletion takes effect.

Every store includes three default roles: Default Member, Default Manager, and Default Admin. Default Member has the least access, Default Manager has moderate access, and Default Admin has full access.

You are not required to use these roles. You can keep them as-is, change the permissions assigned to them, use them alongside your own custom roles, or delete them entirely if you prefer to build your own permission structure from scratch. Do not delete or remove your own role that grants permission to manage roles — doing so will lock you out of role management. Contact the support team if this happens.

During the migration, the following Basic permissions can be assigned to any role. These mirror the access levels from the previous system and will be replaced by granular permissions over time.

Keep it simple. The best roles are narrow, clearly named, and map to how your team actually works — in most cases, directly to job titles.

Build roles around responsibilities, not people. Think about what your team does — returns management, customer support, store settings, read-only reporting — and create a role for each function. Use specific names like "Returns Manager", "Support Agent", or "Read-only Finance". Avoid vague names like "Extra Access" or "Custom Role for Lisa" — they become hard to manage.

Assign only the permissions a role actually needs. This limits the impact if a user makes a mistake or their account is compromised. A Support Agent might need to view orders and returns, but shouldn't have permission to approve refunds or change store settings.

Most stores need only a handful of roles. Too many creates confusion about who can access what. If two roles are nearly identical, merge them. If one is getting too broad, split it.

Users can hold multiple roles — their access is the combined total of all assigned roles. Before stacking roles, check that the combination doesn't grant more than intended. Remove temporary access as soon as it's no longer needed.

Revisit role assignments periodically — especially when someone changes responsibilities or leaves. Access that was appropriate six months ago may no longer be.

No. We have intentionally created and assigned the three default roles to all users, and assigned them the Basic permissions that provide the same level of access as before.

Once we have finished creating all of the granular permissions, we will remove the Basic permissions from the system. Nobody will gain or lose access, as all roles will automatically have been assigned any relevant newly introduced granular permissions.

Your admin can check the roles assigned to your account and the permissions those roles include. There is no self-service view for your own permissions.

Contact our support team who will help you regain access.

Yes to both. Users can be assigned any number of roles and will have the combined access of all of them. A role can also be assigned to as many users as share the same responsibilities.

An admin can remove or un-assign roles from that user's account, or delete the user entirely.

Yes, but not automatically. An admin can assign an additional role temporarily and remove it once it's no longer needed.

You can, but roles based on job responsibilities are easier to maintain than roles built around individuals.

Changes to a role take effect immediately for all users assigned that role.

Those users will lose the access that role provided. Reassign alternative roles before deleting if their access should be maintained.

The Swap platform tracks all changes within your store — contact our support team if you need an audit trail.