Roles & Permissions
Configure team access with granular roles and permissions in ReturnMate.
4 min read
Last updated 31 December 2024
ReturnMate provides granular access control through roles and permissions. This allows you to give team members exactly the access they need—no more, no less.
Default Roles
Built-In Roles
| Role | Description | Typical Use |
|---|---|---|
| Admin | Full access to everything | Owners, managers |
| Manager | Manage returns, limited settings | Team leads |
| Agent | Process returns, no settings | Customer service |
| Warehouse | Receiving and inspection | Warehouse staff |
| Viewer | Read-only access | Stakeholders |
Permissions Overview
Permission Categories
| Category | Controls |
|---|---|
| Returns | View, create, approve, process returns |
| Warranty | Manage warranty claims and repairs |
| Settings | Configure system settings |
| Team | Manage users and permissions |
| Reports | Access analytics and exports |
| Stores | Multi-store access |
Permission Levels
| Level | Meaning |
|---|---|
| None | Cannot access this feature |
| View | Can see but not modify |
| Edit | Can view and modify |
| Full | Complete control including delete |
Role Details
Admin
Full system access including:
- All return operations
- All warranty operations
- System settings
- Team management
- Billing
- Integrations
Manager
Extended access:
- Full return and warranty management
- Approve/reject returns
- Generate reports
- View team activity
- Limited settings access
Agent
Standard access:
- View and process returns
- Create RMAs
- Communicate with customers
- Basic warranty tasks
- No settings or team access
Warehouse
Specialised access:
- Receive returns
- Perform inspections
- Update conditions
- Generate reports
- No customer communication
Viewer
Read-only access:
- View returns and status
- View reports
- No editing capabilities
Creating Custom Roles
1
Access Role Settings
Go to Settings → Team → Roles
2
Create Role
Click Create Role and name it.
3
Configure Permissions
Toggle permissions for each category:
- Select feature areas
- Choose permission level
- Add exceptions if needed
4
Save and Assign
Save the role and assign to team members.
📷
Role Permission Configuration
(Screenshot placeholder)
Assigning Roles
To Existing Team Members
- Go to Settings → Team
- Click on the team member
- Select role from dropdown
- Save changes
When Inviting New Members
- Go to Settings → Team → Invite
- Enter email address
- Select role
- Send invitation
Multi-Store Permissions
Store-Level Access
Control which stores each user can access:
| Setting | Options |
|---|---|
| All Stores | Access everything |
| Specific Stores | Select individual stores |
| Store Groups | Access grouped stores |
Configuring Store Access
- Edit team member
- Find "Store Access" section
- Select stores or "All Stores"
- Save
Permission Examples
Customer Service Agent
Returns: Full (create, process, communicate)
Warranty: Edit (handle claims, no approvals)
Settings: None
Team: None
Reports: View
Stores: Assigned stores only
Warehouse Operator
Returns: Edit (receive, inspect only)
Warranty: Edit (inspection only)
Settings: None
Team: None
Reports: View (warehouse reports only)
Stores: Assigned location only
Store Manager
Returns: Full
Warranty: Full
Settings: Edit (store settings only)
Team: View
Reports: Full
Stores: Their store only
Permission Restrictions
Sensitive Actions
Some actions require elevated permissions:
- Processing refunds
- Accessing financial reports
- Changing carrier credentials
- Managing billing
- Deleting records
Override Requirements
Certain actions may require manager approval:
- Large refunds
- Warranty exceptions
- Policy overrides
Audit Trail
Activity Logging
All actions are logged with:
- User who performed action
- Date and time
- Action details
- Affected records
Viewing Activity
- Go to Settings → Audit Log
- Filter by user, action type, or date
- Review activity details
See Audit Logs for details.
Best Practices
- Apply principle of least privilege
- Review permissions quarterly
- Use descriptive custom role names
- Document role responsibilities
- Audit access when team changes
- Set up approval workflows for sensitive actions
Troubleshooting
"Access Denied" Errors
If a user can't access something:
- Check their role assignment
- Verify permission settings
- Check store access
- Contact admin if needed
Missing Features
If features aren't visible:
- Feature may require higher permission
- Store access may be limited
- Feature may be disabled in settings
Related Articles
Was this helpful?
Contact Support