Table of Contents

User Roles and Permissions Explained

Aaron Aldrich Updated by Aaron Aldrich

Learn how our Roles settings work in shopVOX to prevent team members from accidentally messing with settings they shouldn't be.

What are Roles?

User roles are how you set permissions and internal controls inside your shopVOX account.

This gives your account added security, and allows you to tailor each users experience to one that fits their role in your company, and hide those that do not.

Attention New Users: We recommend you start with the default roles we load and ONLY change them if necessary. We give you a ton of control over permission settings but we want to you start selling more signs or shirts with shopVOX, not spending hours configuring permissions.

Default Roles

We load the following Roles as defaults to give you a good starting point.

  • Super User - for non-admin users that you want to have access to settings
  • CSR -
  • Designer -
  • Sales -

What are Permissions?

A Role is defined by set of Permissions and each Permission is explained below in detail.

When setting Permissions for each role, do not leave the selections blank. You must choose an option for each Permission.

How to Setup User Roles and Permissions

How to Apply Roles to Users

Permission Setting Types

  • Full / View / None - Can users edit, view, see different features.
    • Full - Ability to Add/Modify/Delete
    • View - Ability to Read Only
    • None - No access at all
  • Show/Hide - Options are mainly for UI elements if they can be displayed or not.
    • Show - Make it visible 
    • Hide - Hide this info

List of Permission Settings and Descriptions

⚠️ WARNING - long list ahead. Unless you specifically want the deep dive, you might want to skip over these.

1. Account Settings

Account Settings are generally given to Store admin, in order to create/edit Users,Settings, Features, ability to create/edit Role, Categories, Notifications etc, as shown in image, red highlighted.

2. Companies/ Customers Tab

This is to show or hide the Customers tab.

3. Contacts Tab

This is to show or hide the Customer contacts & Vendor contacts

 4. PCS ( Production Control System ) Settings 

PCS settings are used to setup basic Pcs settings, Workflow Stages, Workflow Templates and Machines.

5. Jobs 

This is to show/hide Jobs

 6. Restart Job

This permission is to restart Job

 7. Hide Order # on Job/Order Board

This setting is to hide Order #

 8. Due date on Job/Sales Order Update.

Access to update Due date on Job or Sales Order.

9. Reports

This setting is to show/hide Reports

 10. Hard due date Update.

This permission allows to update Hard due Date on Job.

 11. Art due date Update.

This permission allows to update Art due Date on Job.

 12. POS ( Point Of Sale ) Settings

POS is a way to record all your monetary transactions with your customers.

These settings give you access to general settings ( to set default sales rep, default sales tax, default term codes, Commissions etc.) Pricing, COA setup, Payment methods, Collections, Shipping Methods etc.


This setting is to show Quotes list.

 14. Sales Orders

This setting is to show Sales Orders list.

 15. cPortal (Customer Portal) Orders

This setting is to show cPortal orders list.

 16. Invoices

This setting is to show Invoices list.

 17. Purchase Orders

This setting is to show Purchase Orders list.

 18. Purchase Orders State Inline Edit

This setting enables Inline edit of State of Purchase Orders, as shown in image.

 19. Material Receipt

This setting give us access for Material Receipt

 20. Matl. Reqs( Material Requisition) 

Material Requisitions (Matl.Req) in a simplistic form you can think of like your shopping list for your shop.

This permission gives us access for Material Requisition(s)

 21. Matl. Reqs Inline Edit

This setting gives access to inline edit of Material Requisitions

 22. Matl. Reqs Approve

 This setting is to Approve Material Requisitions but the setting: inline edit of Material Requisitions must be enabled.

 23. Matl. Reqs Reject

 This lets the user to Reject Material Requisitions but setting: inline edit of Material Requisitions must be enabled

 24. Ability to export to CSV

 This gives an ability to get CSV files of Quotes/ Sales Order/ Invoices, Payments, Refunds etc.

25. Display Totals in Index page

This permission is to view Totals of Quotes, Sales Orders, Invoices, Payments on their respective index.

 26. Sales Leads

This is to give access to Sales leads

 27. Payments

This permission is to view Payments recorded.

 28. Refunds

This setting is to view list of Refunds issued.

 29. Commissions

  This setting is to view Commissions in full or not


30. BI( Business Intelligence) Dashboard

BI gives you access to Sales Funnel, Product Mix, Conversion ratio etc.

 31. Cash Drawer Dashboard

This setting gives user access to see payments by Payment method and by Created date and Paid on.

32. Shop Wide Require Attention Dashboard

This Dashboard is the bird's eye view of your store, where user can view quotes, orders, invoices etc.

33. CRM Dashboard (Customer Relationships)

CRM is used to manage and analyze customer interactions

This dashboard shows Sales leads and Customers by Source, Industry and Sales.

 34. Transactions Dashboard

Shows Quotes, Sales Orders and Invoices list together.

 35. Emailed Documents

Shows list of Emailed documents (Quote, Work Order, Invoice, Payments, Purchase Orders, Material receipts)

36. Transactions Tab

Transactions tab gives you access to Quotes, Sales Orders, Invoices, Payments etc as shown in image.

 37. Transactions Markup and Costs.

  This setting is to show/ hide the Markup and cost on estimate screen. The below image is when markup and costs are hidden.

 38. Projects Tab

 This gives user access to Projects list

 39. Inventory Dashboard

Inventory feature in shopVOX is used to trace either "Products" or "Materials" in your company.

This permission is to show or hide the Inventory Dashboard

40. Filter By Sales Rep

Sales rep's are selected on Customers, Sales Leads, Projects and Quotes/Sales orders/Invoices, Jobs.

True : User can only view their customers, contacts and transactions

False: Can view all customers, contacts and transactions

 41. Filter By Project Manager

  Project Manager can be selected on Job, Quote, Sales Order, Invoice, Project

True: User can only view their Jobs, projects, transactions

False: Can view all jobs, projects, transactions

42. Quote Approve

 This setting lets the user to choose the status Approved on Quote(s).

 43. Quote Internally Approve

This setting enables user to choose the status Internally Approved on Quote(s)

 44. Marking of Post/Un-Post

This permission is to manually mark Invoice, Payment as Posted or Un-posted.

In Default the status is Un-posted and when transaction got posted then the status shows Posted.

If you don't want a transaction to post to your Accounting software, you can mark Posted.

If you have updated transaction and wanting to resend the updated ones then mark Un-post in order to sync updated transaction.

45. Show Transaction Totals Summary

 This setting is to view the totals of transactions with summary 

 46. No Charge Status Update:

User will not have access to pick 'No Charge' and 'No Charge Approved' statuses on Quote, if this setting is enabled.

 47. COA ( Chart Of Accounts) Line Item

 The User will be restricted based on level of permission to access Income Account, COG Account on Line Item.

What's Next?

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