How to Manage User Roles & Permissions
Audience
Admin, Account Owner, Team Manager
Prerequisites
Access to Settings → Users & Permissions
Status
General Availability
Overview
User Roles & Permissions in MerchPIM control which features and data each team member can access.
By assigning roles strategically, you maintain data security, streamline collaboration, and ensure users only access what they need.
💡 Why Roles & Permissions Matter
Proper access control strengthens security and improves efficiency. With roles and permissions, you can:
- 🔒 Protect sensitive product and configuration data
- 🧩 Prevent accidental edits or deletions
- 🎯 Simplify workflows by limiting distractions
- 👥 Support role-specific dashboards and visibility
- 📊 Track user actions for accountability
Effective permission management ensures data governance and operational transparency.
⚙️ How Roles & Permissions Work
Role Type | Access Scope | Example Responsibilities |
|---|---|---|
Admin | Full access to all modules and settings | Configure integrations, manage users, publish products |
Manager | Manage catalog, collections, and reports | Oversee data quality and workflows |
Editor | Create and edit products, no publishing | Maintain content and metadata |
Viewer | Read-only access | Review catalog and reports |
Custom Role | User-defined permissions | Tailored access for specific responsibilities |
Expected: Each role defines granular permissions for modules such as Products, Collections, Settings, Users, Reports, and Integrations.
Steps
1️⃣ Go to Users & Permissions
Navigate to Settings → Users & Permissions.
Expected: List view shows all users with their names, emails, and assigned roles.
2️⃣ Review Default Roles
MerchPIM includes predefined roles:
- Admin: Full system access
- Manager: Manage products, collections, and reports; limited settings access
- Editor: Create and edit products; cannot publish
- Viewer: Read-only access for viewing catalogs and reports
💡 Tip: Use default roles for most users to maintain consistency.
Expected: Role descriptions and permissions appear in the role list.
📸 Screenshot 4 – default-roles.png
Predefined role descriptions showing module access levels.
3️⃣ Create a Custom Role
Click + Add Role to define a new role.
Enter a Role Name (e.g., Content Writer, Inventory Specialist).
Select permissions by module:
- Products: View, Create, Edit, Delete, Publish
- Collections: View, Create, Edit, Delete
- Settings: View, Edit
- Users: View, Invite, Edit, Delete
- Reports: View, Export
- Integrations: View, Configure
💡 Tip: Start from an existing role and adjust permissions to save setup time.
Expected: Custom role appears in the list with its assigned permissions summary.
4️⃣ Assign Roles to Users
From the Users list, click Edit next to a team member’s name.
Choose a role from the dropdown and click Save.
Expected: Role updates immediately and applies across all modules for that user.
5️⃣ Invite New Users
Click + Invite User.
Enter the user’s Email Address and select their Role.
Click Send Invitation — the user receives an email with a join link.
Expected: Invited user appears in Pending status until accepted.
6️⃣ Review Role Activity
Go to Settings → Activity Log to track user actions such as edits, deletions, or approvals.
💡 Tip: Use filters to view actions by role or specific user.
Expected: Activity Log displays all actions with timestamps and usernames for auditing.
✅ Validate
✅ Log in as a test user with limited permissions to confirm restricted access
✅ Verify invited users receive their email invitations
✅ Review the Activity Log to confirm all actions are tracked
✅ Confirm users only see modules relevant to their assigned role
🔧 Troubleshooting
Issue | Likely Cause | Fix |
|---|---|---|
User can’t access module | Missing permission | Edit role and enable module access |
Invitation not received | Spam filter or incorrect email | Resend invite or verify address |
Changes not applied | Cached session | Log out and log back in |
Activity not tracked | Logging disabled | Enable Activity Tracking in Settings |
🌟 Best Practices
- Assign Admin access only to system owners.
- Review role assignments quarterly to maintain compliance.
- Create Custom Roles for specialized users (e.g., Content Writers, QA Reviewers).
- Regularly audit the Activity Log for unusual access patterns.
- Keep role names clear and aligned with organizational titles.
📈 Impact
🔐 Improved data security and accountability
👥 Clearer workflows with defined responsibilities
📊 Full visibility into user actions and permissions
🧾 Summary
User Roles & Permissions in MerchPIM give Admins fine-grained control over access, ensuring secure collaboration and data governance.
By defining clear roles and tracking actions, you create accountability, prevent errors, and keep operations transparent across your entire organization.
Updated on: 03/11/2025
Thank you!