Team, roles and permissions

Your team is everyone who can sign in and work on your organization, and each person has one role for your business and one for each product.

Your team is everyone who can sign in and work on your organization. Adding one person takes an email address and two choices from you: what they can do to your business, and what they can do inside each of your products.

You are probably here for one of three reasons. You are bringing a teammate in for the first time. You want someone to stop being able to do something, usually because they moved to different work. Or you are giving your whole business to someone else and you want that to go smoothly.

You will find all of it at account.readyforcommerce.com, on a screen called My Account. In the sidebar down the left, under Organization, click Team. Everyone in your organization can open that page. What your role changes is how much of it you can act on.

Two separate roles decide what each of your people can touch, and mixing them up is the mistake this page exists to save you from. Your organization role covers the business: your team list, your organization’s own settings, and your bill. A product role covers one product, and each person gets one per product. So you can let someone run your entire catalog while they stay just a Member of your organization. And if you make someone an organization Admin without giving them a PIM role, they cannot open your catalog at all.

Before you start

What your role lets you do

Whatever your role, you can open Team, read your list of members, and click View roles above that list to read the permission tables. If your role is Member, that is the whole page for you. You do not get the Invite member button, and the actions on each row never appear for you.

To invite someone, change someone’s roles or remove someone, you need the organization role Owner or Admin. To give your organization to someone else you need Owner and nothing less. You will find all three role tables in full further down this page.

Making someone else the owner has no undo

How to invite someone

1. Open the invite dialog

   Go to Team under Organization in your My Account sidebar, and click Invite member above your list of members. A dialog called Invite team member opens.

2. Type their email address

   Use the Email address field at the top of the dialog. Type the address that person already signs in with, or the one they are going to sign up with.

3. Choose their organization role

   The Organization role dropdown under it starts empty and gives you two choices, Member and Admin. Pick Member unless you want that person running your team as well.

4. Choose a role in each product

   Below that you get one dropdown per product your organization has turned on, called Repricer role and PIM role. Pick a role in each, or leave one alone to give no access there.

5. Send it

   Click Send at the bottom of the dialog. It stays gray until your address is complete and you have picked an organization role.

That is the whole flow. Your dialog stays open and shows you the invitation link. A Pending Invitations list appears under your members with that address in it, and the person you invited gets an email with an Accept invitation button. They have 7 days to use it.

Everything below explains those pieces one at a time. You do not need any of it to add one person to your team.

Every option in detail

Your Team page is two lists and a red card. The sections below cover the lists first, then each action you can take on a row, then the three role tables, and your limits last.

Reading the team list

Team Members is the list at the top of your page. The number beside that heading is how many people are in your organization, and your own row is marked (you).

Each row shows one person on the left and two lines of roles on the right. The top line is their organization role. The line under it is one badge per product where they have a role, and each badge names the product and the role. If someone has no role in either of your products, you get No product access there instead.

Hover a row, or get to it with your keyboard, and those badges fade out while that row’s actions fade in. You get Change roles, then Make owner if you are the owner, then Remove.

You never get actions on the owner’s row, you never get them on your own row, and you get none of them anywhere if your organization role is Member.

While you are an admin yourself, you can change and remove another admin. The two rows you cannot act on are the owner’s and your own.

Reading the list of invitations

Pending Invitations is under your list of members on Team, with its own count beside the heading. You only have that card while something is actually waiting. Send one invitation and it appears, cancel your last one and it goes.

Each row is an address you invited and a badge reading Pending or Expired. Hover or focus the row and you get three actions, Resend, Copy link and Cancel. A Member sees your rows and gets no actions on them.

Filling in the invite dialog

Invite member, above your list of members on Team, opens a dialog called Invite team member. You get it empty every time.

Leaving a product dropdown untouched and picking No access in it do the same thing for you. So you never have to answer for a product you do not care about.

Two checks run while you type the address, before you send anything. If that address is already on your team, or already has an invitation waiting, you get the message under the field there and then, and Send stays gray. The other two messages, about an empty or an unfinished address, wait until you click away from the field.

Cancel at the bottom closes your dialog. If you have typed anything, closing it any way at all asks you first, with Discard invitation? and a choice between Discard and Keep editing.

Sharing the invitation link yourself

Once your invitation goes, the Invite team member dialog does not close on you. Its title changes to Invitation sent and your link appears in a read-only box. The Copy link button under it puts that link on your clipboard and reads Copied for a moment.

That link is the invitation. It opens the same page your invitation email opens. It still only works for the address you invited, so passing it to someone else does not let them in.

Send the email and forget about it in almost every case. Copy the link when you are next to the person, or when they tell you nothing arrived. If you have already closed the dialog, hover their row in Pending Invitations and click Copy link to get your link back.

Managing an invitation that is still waiting

Hover a row in Pending Invitations, under your list of members on Team, and you get three actions on it.

You can only resend the same invitation once every 60 seconds. Inside that wait your button is dimmed and reads Resend in, with the seconds counting down beside it. Creating the invitation counts as your first send, so one you just made is already inside that minute.

Resending to someone who joined your organization some other way in the meantime does not work, and the message tells you they are already a member. Cancel that row instead.

Changing someone’s roles

Hover their row in the Team Members list on Team and click Change roles. You get a dialog with their name in the title and the same three dropdowns as your invite dialog, already filled in with what that person has now. Change what you want and click Save roles.

Setting a product dropdown to No access takes that access away immediately, and setting an empty one to a role gives it immediately.

That person is emailed only when something actually changed. So you can open the dialog and save it untouched without telling anyone.

Removing someone from the team

Hover their row in the Team Members list on Team and click Remove. You get a dialog called Remove member asking you to confirm, and its own Remove button does it.

They lose every product in your organization immediately, and their product roles go with them, so inviting them back later starts you from nothing. They are told by email, and that is one of the emails no one can switch off.

You cannot remove the owner, and neither can anyone else. The only ways out of being the owner are giving the organization to someone else, or deleting it, which organizations covers.

Giving the organization to someone else

Make owner appears on another person’s row in the Team Members list on Team, and only while you are the owner. Click it and you get a dialog called Transfer ownership asking you to confirm.

The moment you confirm, three things change together. That person becomes your Owner, you become an Admin, and your bill moves to them.

Nothing about anyone’s product roles changes, on your side or theirs, and you should know that before you click. Give it to someone whose row reads No product access and you get an owner who cannot open either product until you give them a role.

This is also your only way out while you are the owner. Transfer first, then leave the way anyone else does.

Leaving the organization yourself

Scroll to the bottom of Team. Under a red heading reading Danger zone you get a card called Leave this organization, with a Leave organization button on its right and a confirmation after that.

You do not get that card at all while you are the owner. Organizations covers what leaving costs you and what it takes to get back in.

Where the roles reference is in the app

View roles is above your list of members on Team, next to Invite member, and you can click it whatever your role. It opens a dialog with the same permission tables printed below, laid out side by side.

You always get Organization there. You only get a table for the PIM or the Repricer if your organization has that product turned on. Your own column in each table is shaded and labeled Your role, which is your quickest read on what you can do yourself.

What each organization role can do

Each role includes everything the role below it can do, so anything an Admin can do you can also do as the Owner.

There is no separate billing role. As an admin you do not even get Billing in your My Account sidebar, and plans and billing explains what is behind it.

Turning the PIM or the Repricer on for your organization needs Owner or Admin too. Whoever does it becomes an Admin inside that product at the same time. And if you created your organization yourself, you started as its Owner with Admin in both products, so you are never shut out of what you own.

What each PIM role can do

Admin, then Manager, then Editor. You have no Analyst here.

What each Repricer role can do

Admin, then Manager, then Editor, then Analyst.

Choosing which roles to give someone

You set both roles in the same two places: the invite dialog when you add someone, and Change roles on their row after that. Two questions get you there. Should this person help you run the business, and how much should they be able to change inside each of your products?

Give Admin in the organization to someone you want inviting and removing people while you are away, and remember that an admin can remove another admin. Give Member to everyone else, which is most of your team, because a Member can still run your whole catalog. Their product role is what decides that.

Give Editor in the PIM to someone whose work is products. They create, edit and organize your catalog and upload your images, and they cannot delete anything or bring a file in. Give Manager to whoever runs your imports, your data sources and your bulk edits.

Give Analyst in the Repricer to someone who only needs to read your numbers, and Editor to whoever sets your prices day to day. Give Manager to whoever owns your strategies, since Manager is the lowest role that can create and edit them.

Give Admin in either product only for the connections. In both products that is the only role that can connect and disconnect an integration. In the Repricer it gives away more than it sounds like, because removing a connected account there permanently deletes its listings and their pricing history.

Limits

What roles cannot do

What the other person sees

Two things about giving someone access will surprise you the first time. Everything they get is decided by you before they accept. And someone you gave no product access to still has an account, and still sees your organization.

Accepting an invitation

Your invitation email names you and your organization, and its one button is Accept invitation. That button opens a page showing your organization’s name, Invited by with your name, and Invitation for with the address you used. Under that is a Your access list, with one line for each area: Organization and the role, then each product and its role. Nothing has happened yet at that point.

If they are not signed in, they are sent to sign in first and come right back to that page. Signing in with a different address does not let them in, because it has to match the one you invited, and the page tells them so.

Clicking Accept invitation puts them in. Their page reads You're in, and a couple of seconds later they are looking at your product cards.

What no access looks like

Someone you gave no role in a product still signs in and is still in your organization. What they get is that product’s card on their front page, dimmed, reading No access with Ask an admin for access under it. Clicking it does nothing for them.

That is also what your brand new owner sees if you hand the organization to someone you never gave a product role.

What a lower role looks like inside a product

A role does not only block actions. Whole sections disappear from the sidebar, so the page your teammate is looking for is not there for them to find.

In the PIM, Integrations is in the sidebar for an Admin only, and Data Sources under Uploads from Manager up. In the Repricer, Integrations is Admin only in the same way. Someone telling you a page is missing is usually one role short.

The emails your team gets

Every one of these is email. Neither your account nor either of your products has a bell, a notification center or a list of past alerts.

The two you can turn off are switches on each person’s own profile and preferences page. Those switches are on the account, so turning one off turns it off in every organization that person is in.

When something goes wrong

Messages while you are inviting someone

Messages on the invitation link

These are what the person you invited sees, not what you see.

Messages when an action fails

When someone says they cannot do something

Start by figuring out which of their two roles is missing. If they cannot invite anyone or open Billing, you are looking at their organization role. If they cannot see a section inside the PIM or the Repricer, you are looking at their product role, and their organization role has nothing to do with it.

Then open Team and read the two lines on the right of their row. If the second line reads No product access, they have no role in either of your products, and you have your answer.

Where to go next