---
title: "Managing users and roles"
slug: "managing-users-and-roles-1"
tags: ["Associate App", "identity management", "customer", "authentication", "user roles", "sso", "user permissions", "fulfillment", "store associate", "omnichannel manager ", "store manager"]
updated: 2026-07-08T08:25:09Z
published: 2026-07-08T08:25:09Z
canonical: "docs.newstore.com/managing-users-and-roles-1"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.newstore.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing users and roles

As an admin, you can manage users and roles to allow users to use specific features and apps.

Ensure that you create an account for:

- Each store associate who handles orders and in-store purchases via Associate App.
- Each store associate who fulfills orders and handles inventory via Associate App.
- Each company employee who requires business reports, customer care, and administrative information from NewStore Omnichannel Manager.

The user accounts in your business are displayed on the `Settings` > `Users & Roles` page. To find a specific user account, you can search by first name, last name, and the associated email ID.

> [!WARNING]
> Technical configuration
> 
> The following section involves working with technical configurations and APIs. Contact your IT support team for more information.

- To manage users and corresponding roles in bulk for your business, ask your SI partner or integrator to use the [User management API](https://docs.newstore.net/api-portal#/http/identity-management/users/overview).

> [!TIP]
> Note
> 
> Once a user has been created, currently, you cannot change the email address for the user. If the email address for the employee has changed, create a new user with the new email address. You can then [deactivate or delete the old user account](/v1/docs/managing-users-and-roles#deactivating-and-deleting-user-accounts).

- To assign or manage roles, use the [Roles API](https://docs.p.newstore.partners/#/http/identity-management/roles-api/destroy-role).
- To manage or update identity configurations, use the [Identity providers API](https://docs.p.newstore.partners/#/http/identity-management/identity-providers-api/list-providers) or see the [integration guides](/developers/guides/identity-management-integration#sso).

## Managing roles

A role represents a set of permissions, which can be assigned to a user account to grant them these permissions. A typical example is the *Admin* role, granting all rights to the user of this role.

If a user has multiple roles assigned, the user gets the permissions of each assigned role. If no roles are assigned to a user, the user can still access the NewStore mobile apps but not NewStore Omnichannel Manager

### Default roles and permissions

NewStore Omnichannel Manager provides you with the following roles. The descriptions provided in this table are the default access rights for each role. You can edit or delete all these roles, to update the access provided or associated permissions, except for the `Admin` role.

**Default roles**

| Role | Description |
| --- | --- |
| `Admin` | Grants full rights. This role cannot be deleted or edited. |
| `Customer Service Supervisor` | Can view and edit orders with all order maintenance features. Can view discounts and coupons. Can also update the shipping status of a fulfillment request, the shipment for which was processed outside of the NewStore platform. |
| `Merchandiser` | Can view orders and dashboards. Can manage discounts and coupons. |
| `Fulfillment Manager` | Can view orders, discounts, coupons, and inventory management. Can also manage orders via NewStore Omnichannel Manager, such as order exports, order exceptions, and shipping. Can enable or disable stores for order fulfillment and manager shipment limits for orders. Can import and export safety stock. Can also update the shipping status of a fulfillment request, the shipment for which was processed outside of the NewStore platform. |
| `Corporate Operations` | Can view and export orders. Can view dashboards, discounts, coupons, cash management, and inventory management. Can manage all settings except for users and roles. |
| `Store Manager` | Can view orders, dashboards, discounts, coupons, cash management, inventory management, and assign associates to stores. Can also import and export safety stock. |
| `Keyholder` | Has no access to NewStore Omnichannel Manager but can perform cash management operations in NewStore Associate App. |
| `Associate` | Can log in and use NewStore Associate App. Assign this role to a store associate to enable default NewStore Associate App [permissions](/v1/docs/managing-users-and-roles#assoapp-permissions). |

### User permissions

You can create or edit roles and use the following permissions:

| Role | Description |
| --- | --- |
| View orders | Enables users to view the `Sales` tab, sales orders and access order details. |
| Edit shipping | Enables users to modify shipping during the grace period. |
| Swap product | Enables users to swap products during the grace period. |
| Cancel store orders | Enables users to cancel pending orders and orders that have been routed to a store but have not yet been shipped. |
| Cancel DC orders | Enables users to cancel orders that have been routed to a distribution center but have not yet been shipped. For more information, see [Modifying orders for customers](/v1/docs/modifying-orders-for-customers#nom-update-order) and [Allowing DC-fulfilled order cancelation](/v1/docs/configuring-the-order-detail-page#allowing-dc-fulfilled-order-cancelation). |
| Issue refunds | Enables users to issue appeasement refunds. |
| Manage order exceptions | Enables users to handle exceptions for on hold orders. |
| Export orders | Enables users to export sales orders and save as a CSV file. |
| Update status for shipments processed externally | Enables users to update the shipping status of a fulfillment request, the shipment for which was processed outside of the NewStore platform. |
| View customers | Enables users to view a customer overview list, and customer details. When using this permission, retailers can have role-based access control over the customer pages in Omnichannel Manager. For more information, see see [Added permission to view customers](/v1/docs/managing-customer-information#hq-managing-customers). |
| Edit customers | Enables users to modify customer information, enhancing data security. When using this permission, retailers can have role-based access control over the customer pages in Omnichannel Manager. For more information, see [Editing customer details](/v1/docs/managing-customer-information#editing-customer-details). |
| Merge customers | Enables users to merge 2 customer profiles into 1 single profile. When using this permission, retailers can have role-based access control over the customer pages in Omnichannel Manager. For more information, see [Merging customer profiles](/v1/docs/managing-customer-information#merging-customer-profiles). |
| View promotions | Enables users to access the `Promotions` tab to view discounts and coupons. |
| Manage discounts | Enables users to create discounts. |
| Manage coupons | Enables users to create coupons and coupon codes. |
| View cash management | Enables users to view cash management reporting. |
| View inventory management | Enables the `Inventory management` tab under `Store Operations`. The menu gives access to `Stock on Hand`, `Transactions`, `ASNs`, `Counts`, `Transfer Orders` and `Mispicks` pages. The user can view all the inventory-related data for all the stores. If the retailer does not manage inventory on NewStore, the `Stock on Hand` page is not visible. |
| Create Cycle Counts | Enables the `Create Cycle Count` tab on the `Counts` page. With this permission the user can create cycle counts for stores so the inventory can be audited and updated. |
| Cancel Cycle Counts | Shows the `Cancel Cycle Count` function on the `Counts` page. With this permission the user can cancel cycle counts that are in `Pending` or `In Progress` status, so the counts that are not relevant anymore can be removed from Associate App. |
| Force Close ASNs | Enables the `Force Close ASN` tab on the `ASN detail` page accessible from the ASNs page. With this permission the user can close ASNs that are in `Open` or `Partially Received` status, so the ASNs are removed from Associate App and the related events are emitted to the ERP, if configured. |
| View fiscal reports | Enables users to view fiscal reports and download an electronic log of transactions in the store. |
| View settings | Enables users to access the `Settings` module and external payment reports. |
| Manage users and roles | Enables users to create, modify, and delete users and roles (including assigning users to stores). |
| Manage identity providers | Enables access to the `Single Sign-On` tab in the `Users and Roles` menu, and allows users to configure an identity provider like Microsoft, Google, or Okta to provide access to NewStore applications. |
| Manage API clients | Enables access to the `API Clients` tab in the `Users and Roles` menu, and allows users to configure an API client and token to work with APIs on the NewStore platform. |
| Assign associates to stores | Enables users to assign associates to stores. |
| Modify reason codes | Enables users to view and manage reason codes for returns and order modifications. |
| View locations | Enables users to view stores and warehouses. |
| Manage locations | Enables users to create and edit warehouses. |
| Manage shipping | Enables users to view and manage shipping options, carrier services, and shipping zones. |
| Manage clienteling | Enables users to access the `Clienteling` tab in `Settings`. They can use the tab to view and manage Clienteling stores, and manage Clienteling quick replies including the opt-in message. |
| Manage shipment limits | Enables users to create and manage limits on the number of shipments allowed for an order in your business. This is required to ship large orders or when multiple locations fulfill an order. See [Shipping split orders](/v1/docs/about-shipping#shipping-split-orders). > [!TIP] > Note > > This permission is assigned to the `Fulfillment Manager` role by default. However, you can choose to assign it to other user roles as well. |
| View routing configuration | Enables users to view: `Locations groups`, `Location fulfillment status` and `Store Capacity` settings. |
| Manage routing configuration | Enables users to manage: `Locations groups` (add/remove/prioritize Locations), fulfillment status (enable/disable). |
| Manage store capacity | Enables users to manage: `Store Capacity` settings (enable, disable, and modify capacity value for a store). |
| Manage Associate App | Enables Omnichannel Manager users to configure Associate App settings and customizations. See Managing Associate App customizations for more information. |
| Manage templates | Enables users to view and manage templates in Omnichannel Manager to generate PDF files and text snippets as invoices, return receipts, or as the subject and body of emails sent to customers. |
| Manage safety stock | Enables users to manage `Safety Stock` (import and export). |
| Manage fiscal stores | Enables the page to manage fiscal aspects of the stores operating in countries with fiscal compliance requirements. |
| View tools | Enables users to view developer tools in Omnichannel Manager in `Tools`, such as Event Stream event logs or other audit data. |
| View dashboards | Enables users to view analytical dashboards. |
| View Insights | Enables users to view Omnichannel Insights dashboards that are shared with them under `Insights > Reports`. Designed for data consumers, or those who will want to view dashboards that are created for them in Omnichannel Manager. |
| Create Insights | Enables users to create and share Omnichannel Insights dashboards under `Insights > Explore`, and modify the sales dashboards in Associate App under `Insights > Associate App Setup`. This permission is typically assigned to data or business analysts who want to use business intelligence tools to dig deeper into their business. This helps them create reports, and share those reports with the retail management. |
| Edit fulfillment availability | Enables users to enable or disable stores for order fulfillment. See Enabling or disabling a store for order fulfillment. |
| Create support cases | Enables users to create support requests using the form in Omnichannel Manager. |
| View Reservations | Enables users to view the reservation listing page and access the reservation details. |

### Permissions for NewStore Associate App

The following permissions are specific to Associate App.

| Permission | Description (where in the app, and what is enabled) |
| --- | --- |
| Login to Associate App | Enables access to Associate App for the store associate. > [!NOTE] > Important > > This is the default permission for NewStore Associate App. Ensure that a role is assigned to the store associate before enabling this permission. Currently, associates assigned to a store can log into NewStore Associate App. |
| Perform cash management operations | Enables associates to perform cash management functions in the store. Specific capabilities tied to this permission can be viewed here. |
| Access cash management settings | Enables associates to configure cash management and cash drawer settings in the store. > [!TIP] > Note > > You can only enable this permission for the user if the `Perform cash management` operations permission is enabled. |
| Approve orders | Enables associates to approve certain orders in Associate App, based on approval rules configured for your business. This permission is assigned to the `Store Manager` role by default. However, you can choose to assign it to other user roles as well. |
| Allow switch to Test Mode | Enables associates to switch between staging and production environments in NewStore Associate App. Additionally, this feature must be enabled via the configuration API. |
| View Inventory | Enables associates to view `Inventory` as an option on the menu and have access to counts or adjusting inventory in Associate App. |
| Perform Counts | Enables the tab to view `Cycle Counts` as an option on the `Inventory` menu. Also enables access to managing cycle counts and resulting updates to the inventory. |
| Adjust Inventory | Enables the tab to view `Adjustments` as an option on the `Inventory` menu. Also enables access to create adjustments, selecting pre-configured reasons and updating the inventory. |
| Clienteling operations | Enables associates to access clienteling features in NewStore Associate App, such as chat and inbox. |
| Manage reservations | Enables associates to create reservations, view them on the `Reservations and Customer Activity` page, unreserve or convert them to a cart. |

## Creating a user account

> [!WARNING]
> Permission required
> 
> This action can be performed by users with the Manage users and roles permission.

1. Log in with a user account that has the `Admin` role or a role that has the `Manage Users and Roles` permission assigned to it. Only these roles can create accounts.
2. Go to `Settings` > `Users & Roles`.
3. In the `Users` section, click `Add User`.
4. Enter the first name, last name, email address, and telephone number.
5. In the `Access` section, select a user type:

> [!TIP]
> Note
> 
> The user type changes how the users log in to the apps. See `logging-in`.
  - `Corporate directory`: The user can log in with their own company email and password. The user should not expect an account activation email from NewStore.

> [!TIP]
> Note
> 
> This feature must be enabled before you can use it. See [Configuring identity and access management](/v1/docs/configuring-identity-and-access-management#config-identity-management).
  - `NewStore directory`: The user account is created in NewStore and the user will receive an account activation email from NewStore with instructions to create their password.
6. Choose the roles to assign to the user. View [Default roles and permissions](/v1/docs/managing-users-and-roles#default-roles-and-permissions) for more information. When using several roles, the user gets all the permissions of the selected roles.

> [!NOTE]
> Important
> 
> A user account without a role can log into the NewStore mobile apps but cannot log into NewStore Omnichannel Manager.
7. In the `Store` field, assign the user to a store. This is required to enable the user to use Associate App.

note

Once you assign a store to a user, this store cannot be removed but only replaced by another store.
8. Click `Save`.

The user is created immediately.

### Creating filters for a user role

> [!WARNING]
> Permission required
> 
> This action can be performed by users with the Manage users and roles permission.

For each user role that you create in NewStore Omnichannel Manager, you can create and apply filters to curate the list of orders that will be visible to the users on the `Sales` > `Orders` page.

You can only assign filters to **pre-existing** user roles. The `Table filters` area does not appear when creating a new user role.

> [!NOTE]
> Important
> 
> If a user has been assigned multiple roles with different filters, only the filters assigned to the first role in the platform is taken into account. The other filters are ignored, even if the remaining roles have these filters assigned to them.

To create role based filters:

1. Log in with a user account that has the `Admin` role or a role that has the `Manage Users and Roles` permission assigned to it. Only these roles can create accounts and assign role filters.
2. Go to `Settings` > `Users & Roles`.
3. In the `Roles` section, click the specific role that you want to assign filters to.
4. In the `Table filters` area, create the filters and click `Save filters`.

For example, you can specify that users in your business operating from New York can only see in-store orders, which have been fulfilled by locations in the US.

The filters will then look like this:

```plaintext
```none
{
 channel:
 [
  "in-store"
  ]
 products.fulfillmentLocation:
  [
  "US*"
  ]
 }
```
```

1. Click `Save`.

## Deactivating and deleting user accounts

> [!WARNING]
> Permission required
> 
> This action can be performed by users with the Manage users and roles permission.

Deactivated users cannot access any NewStore applications. If the user account that you are deactivating has fulfillment requests that have not been completed, contact the [support team](https://help.newstore.com).

To deactivate a user account:

1. Click `Settings` > `Users & Roles`.
2. Click the user name that you want to deactivate.
3. Click `Disable account` and confirm. The account is disabled and cannot be used to log in the apps.

> [!TIP]
> Note
> 
> App users are not logged out immediately.

Once an account is deactivated, you can:

- Reactivate the user account by clicking `Enable account`.
- Delete the user account by clicking `Delete permanently`

> [!TIP]
> Note
> 
> Deleting a user does not delete the history related to this user account, such as the orders with which the user was involved.

**Related topics**

- [Managing locations in NewStore](/v1/docs/managing-locations-in-newstore#hq-managing-locations)