Skip to main content
Use the Roles screen to control what people can see and do in the admin. A role is a set of permissions, and every user you add to a role gets those permissions.

​
Where to find it

In the admin, click the Settings gear in the top bar. In the Settings sidebar, under Company, select Roles.
What you can do here depends on your own role’s Roles permissions, in the Settings category. To add users to a role, your role also needs to view Company Admins, in the People category. If an action is missing or fails, ask an admin who manages roles to update your role.

​
The roles list

The list shows your company’s roles, including any that Fluid created for your company. Click Create Role to add one.
  • The All and Unused tabs filter the list. Unused shows roles that have no users.
  • Some roles are used by integrations, not people, so they have no users and appear under Unused. These include the default Droplet, Partner Token, and Company API Token roles. Installing a droplet can also add a role named Droplet: followed by the droplet’s name. Before you delete one of these roles, see Delete a role.
  • Use the search box to find a role by name.
The list has these columns:
  • Title: the role’s name.
  • Users: how many users have the role.
  • Date Created: the date the role was created.
Click a row to open the role. Each row’s three-dot menu has Preview, Edit, Add User, Duplicate, and Delete. To duplicate or delete several roles at once, select their rows and use the three-dot menu in the table header, for example, Delete 3 rows.

​
The role page

The role page opens when you click Create Role or open a role from the list. It’s titled New Role for a new role and Edit Role for a saved one.
  • Role Name: the role’s name, for example, Sales Manager. You set it when you create the role. On a saved role you can still type in this field, but saving doesn’t change the name.
  • Permissions, Members, and Droplets tabs. On a new role, Members and Droplets show (save first) and open only after you save.
  • Save, in the page header.
  • Actions, in the page header of a saved role: a menu with Add User, Preview as this Role, and Delete.
  • Back returns you to the roles list.

​
Permissions tab

The Permissions tab groups permissions into category cards: Commerce, People, Content & Website, Tools & Messaging, and Settings. If some permissions don’t belong to these categories, an Other card holds them.
  • Type in Search permissions… to find a category by name, or an area by its name or description. The list narrows to what matches, and the matching categories open.
  • Each card has an access button. It shows Full access when every permission in the category is on, No access when none are, and Custom otherwise.
  • The access button’s menu sets every area in the category to Full access (every permission on), View only (view permissions on, everything else off), or No access. While the card is closed, Customize opens it.
  • Click a card to open it. Each area in it, such as Orders or Products, has its own access menu with No access, View only, and Full access. View only appears only for areas that have a view permission.
  • Click an area to see its individual permissions. Each one has a short description, a switch, and an info icon that explains what it covers.
When a permission belongs to a screen, its info icon also shows View in app, which opens that screen. View in app leaves the role page without saving, so click Save first.

​
Members tab

The Members tab lists the users who have this role, with their Name, Email, and Status (Active or Inactive). Use the search box to find a member. Click a row, or choose Edit User from its three-dot menu, to open that user’s page. You can also remove the user from the role here; see Remove a user from a role.

​
Droplets tab

The Droplets tab lists the droplets installed for your company, with each droplet’s Name, Scopes, and Status (Active or Inactive). You can’t change anything on this tab. Click a row, or choose View Droplet from its three-dot menu, to open the droplet.

​
Create a role

1

Start a new role

On the Roles screen, click Create Role. The New Role page opens.
2

Name the role

Enter a Role Name. Each role in your company needs its own name. Choose it carefully, because you can’t change it after you save.
3

Choose permissions

On the Permissions tab, set each category’s access. To give access to only part of a category, open the card and set each area, or turn individual permissions on and off.
4

Save

Click Save in the page header. Fluid creates the role and reopens its page as a saved role, where the Members and Droplets tabs are available.

​
Edit a role

1

Open the role

In the roles list, click the role, or choose Edit from its three-dot menu.
2

Change the permissions

On the Permissions tab, change the role’s access.
3

Save

Click Save in the page header. You stay on the role’s page.

​
Add users to a role

1

Open the add dialog

In the roles list, choose Add User from the role’s three-dot menu. Or open the role and choose Actions > Add User. The Members tab opens with a dialog titled Add Members to and the role’s name.
2

Select users

Search by name or email, then click each user you want to add. The list shows only users who don’t already have this role.
3

Add the users

Click Add. The button shows how many users you selected, for example Add (2). The users appear on the Members tab.

​
Remove a user from a role

Open the role’s Members tab and choose Remove from Role from the user’s three-dot menu. The removal takes effect right away, with no confirmation step.

​
Preview a role

Preview shows you the admin with a role’s permissions, so you can check what its users can reach.
1

Start the preview

In the roles list, choose Preview from the role’s three-dot menu. Or open the role and choose Actions > Preview as this Role. The admin opens the first main screen the role can view, such as Getting Started or Orders. If the role can’t view any of the main screens, you land on a blocked page instead.
2

Check the role's access

A banner at the top shows Previewing as and the role’s name. Move around the admin to check what the role can reach.
3

Exit the preview

Click Exit Preview in the banner to return to your normal view. Reloading the page also ends the preview.
During a preview, the menus and screens reflect what the role can use:
  • Some menu entries and buttons the role can’t use are hidden.
  • Others stay on screen as a dashed label with a crossed-out eye that names the missing permission, for example Orders · View.
  • A page the role can’t open shows Role Preview: Missing Permission and names the permission the role lacks.
  • When the role is blocked from a page, the banner shows a count of access denials. Click the count to see the list.
Preview changes what you see, not what you can do. Anything you change during a preview still uses your own access.

​
Duplicate a role

1

Choose Duplicate

In the roles list, choose Duplicate from the role’s three-dot menu.
2

Confirm

In the Duplicate Role dialog, click Duplicate.
The copy is named after the original with (Copy) added, or (Copy 1), (Copy 2), and so on if that name is taken. It has the same permissions, but Fluid doesn’t copy the role’s users.

​
Delete a role

Users assigned to a deleted role lose that role’s permissions. Don’t delete the Partner Token or Company API Token roles. Your partner tokens and your company API token use them, and once the role is gone, they lose the access it gave them. Leave the droplet roles in place too.
1

Choose Delete

In the roles list, choose Delete from the role’s three-dot menu. Or open the role and choose Actions > Delete.
2

Confirm

In the Delete Role dialog, click Delete. You can’t undo this.

​
FAQ

Save turns on only after you change the role, for example by turning a permission on or off. Until then, there’s nothing to save.
No. You set a role’s name when you create it. On a saved role you can still type in Role Name, and Save turns on, but saving doesn’t change the name.
The button shows Full access only when every permission in the category is on. View only leaves the category’s other permissions off, so the button shows Custom. Open the card to see each area’s access.
While you’re searching, a card’s access button and its menu cover only the areas the search shows. Clear the search to set a whole category at once.
Either every user already has this role, or your own role can’t view Company Admins, in the People category. In the second case, ask an admin who manages roles to update your role.
No. Preview uses the role’s saved permissions. Click Save before you preview a role you just changed.
Yes. Removing a user from one role doesn’t change their other roles.
Open the role’s Permissions tab and type the area’s name, such as Company Settings, in Search permissions…. The matching category opens with that area in it.