👥 User Management & Permissions
The Users settings page is the control center for your team's access to Optiply. Here, you can invite new colleagues to your webshop, review pending invitations, and strictly define exactly what each person is allowed to see or edit.
🔒 Note: You will only be able to invite users and alter permissions if your own account is designated as a Shop administrator or Owner.
To access this page, navigate to Settings in the main top menu, and select Users from the left-hand sidebar.
✉️ 1. Inviting New Users
At the top of the page, the User invitations/requests table tracks pending invites. To add a new team member:
Click the blue + Invite user button at the top right.
In the pop-up modal, enter your colleague's Email address.
Select a Company role from the dropdown menu (e.g., Purchaser, Supply Chain Analyst, Demand Planner). These roles help identify the user's primary job function within the system.
Click Send invite.
The user will receive an automated email with instructions on how to set up their password and log in to your webshop environment!
⚙️ 2. Managing Active Users
The lower half of the page displays a list of all active Users who currently have access to the account, along with their designated roles.
To manage an existing user, click the three-dot menu (⋮) on the far right side of their name. This opens a menu with four distinct actions:
View permissions: Opens a read-only summary of exactly what the user can currently see and do.
Edit user: Allows you to change their assigned email address or update their Company role.
Edit permissions: Opens the granular access control panel (see section below).
Remove user: Permanently revokes the user's access to your Optiply environment. (You will be asked to confirm this action via a red warning prompt).
🎛️ 3. Granular Permissions Explained
Optiply allows you to be incredibly precise with what modules your team members can interact with. When you select Edit permissions from the three-dot menu, you are presented with a detailed control panel.
The "Shop Administrator" Checkbox: If you check this box at the very top, the user is granted absolute "super-user" access. They can see everything, edit everything, invite other users, and change billing settings.
Custom User Permissions: If the Shop Administrator box is unchecked, you can manually set the access level for every individual module in Optiply (such as Analytics, Purchase orders, Deliveries, Products, Suppliers, etc.).
For each module, use the dropdown to assign one of three access levels:
Edit: The user can view the data and make changes (e.g., saving purchase orders or editing supplier constraints).
View: The user can see the data but cannot save any changes (Read-only mode).
No access: The module is completely hidden from the user's navigation menu.
Once you have configured the perfect access level for the user, click the blue Done button!
❓ 4. Frequently Asked Questions (FAQs)
What happens if I remove a user?
If you click "Remove user," they immediately lose all access to your Optiply environment and will be logged out. However, their historical actions (like purchase orders they previously placed or edited) will remain safely documented in the system's history logs.
What is the difference between a "Company Role" and "Permissions"?
The Company Role (like Supply Chain Analyst) is essentially a descriptive title tag that helps you and your team quickly identify what someone does. Permissions are the actual hardcoded rules that dictate what buttons they can click and what pages they can see. Changing a title does not automatically change their permissions!
Can a user have access to multiple webshops?
Yes! If your company manages multiple webshops within Optiply, users must be invited to each specific shop individually. Their permissions can be entirely different from one shop to the next (e.g., they could be a Shop Administrator for "Webshop A", but only have "View" access for "Webshop B").