Admin users and permissions

Add the people on your team who need to get into the admin panel and choose which sections each one sees. It lives in the side menu, under Configuration → Managers.

Step by step

1. In the side menu, go to Configuration → Managers.
2. Tap Add user. An empty card is added to the end of the list.
3. Enter the email that person will use to sign in to the panel. Below the field it reads: "Email the user will use to log in to the admin panel".
4. Fill in Name, Last Name and Phone (all optional).
5. In the Access block, tick the sections they will get into.
6. Tap Save.

The person receives an email telling them their profile was created, and can sign in right away.

Administrators do not have passwords

This is the part that confuses people most, so here it is plainly: panel users in VentasxMayor do not have passwords. There is no password field when you create them, you cannot set one for them, and there is nothing to change or recover.

Signing in works like this:

1. The person opens the store and goes to the sign-in screen, which reads Sign in with your email.
2. They type their email and tap Continue. That is the only thing asked for.
3. They receive an email with the subject "Access Link" and a Sign in to my account button. Tapping it takes them into the panel, straight to the first section they have access to.
4. That link expires in 1 hour. If it expired, repeat step 2 and a new one arrives.

If the email is Gmail, Hotmail/Outlook or Yahoo, instead of the link they first get the button to sign in with that account, and below it the Send me a sign-in link option.

So when somebody says "the code isn't arriving" or "I can't find the password field", the problem is never a password: it is email delivery. Check spam, make sure the email on the card is exactly right, and request the link again.

Changing a user's email

You can. Open their card, edit the email field and tap Save. From then on the access link goes to the new address.

Two things to keep in mind: no welcome email is sent when you rename, so tell them yourself; and if another user in your business already has that email you will see the error "A manager already exists with the same email".

The six access groups

In the Access block — "Select the sections this user will have access to" — there are six cards. Each has a switch at the top to tick or untick the whole group at once.

Sales: Customers · Orders · Sales by seller · Order Assembly

Products: the only one that is not checkboxes but three mutually exclusive options. - No access — they do not see the catalog. - Full — they view, create, edit and delete products. - Read only — they see the catalog and prices but cannot change anything. This is what you use for someone who needs to check stock or prices with no risk of them touching the catalog.

Configuration: General settings · Marketing · Corporate email · ERP integrations · Reports

Store: Store design

Administration: Managers · Subscription · DNS · Tools

Analytics: Metrics

If you save a user with no access ticked, the notice "This user has no access selected: they will be able to log in but won't see any section." appears. It saves anyway.

Seller

Seller is not one of the accesses in the grid. It is a separate switch, next to the email, right at the top of the user's card.

Turning it on brings up a confirmation: "Enable Seller mode? This user will only have access to Clients and Orders, with exclusively assigned clients." On confirming, every other access is switched off and the six-card grid is replaced by the seller's own configuration.

A seller only sees the customers assigned to them and those customers' orders. They do not see other sellers' customers or the rest of the operation, and they never see the Discounts section.

The seller configuration has:

• Can create customers — a switch. On by default.
• Allowed price lists — one switch per list. It only appears if your business has price lists loaded, and it notes: "If none selected, all are available". This is how you restrict a seller to selling with a specific list.
• Transfer — the button for handing their customer book over to another seller.

Transferring a seller's customer book

When somebody leaves the team, their customers are not lost: they get transferred.

1. Open the card of the seller who is leaving. Next to the customer counter, tap Transfer.
2. The notice "Transfer in progress. Find another seller in the list and click Receive to transfer the clients to that seller." appears.
3. On the card of the seller who is taking over the book, tap Receive.

The transfer applies instantly, with no confirmation. You can then delete the seller who left.

If you delete a seller without transferring first, their customers end up with no seller assigned, but they are not deleted.

Deleting a user

The Delete button on the card. It asks for confirmation: "[email] will lose access to the admin panel. You can re-invite them at any time."

There is no option to deactivate temporarily: either they have access or they are deleted.

If you cannot find it

A user is missing menu sections. There are three possible reasons, check them in this order:

1. The access is not ticked on their Managers card. Each menu section depends on a specific access: Metrics needs "Metrics", Products needs "Products", Tools needs "Tools", and so on.
2. You have the new store active. With the new store, the screens whose function moved to the editor disappear from the menu by design: Advertising, the five classic-store screens (Products & stock, Sale Conditions, Payments and Shipping, Customer registration, Communication), the whole Store design section, Chat and Contact. This is not a permissions problem.
3. They are a seller. Seller mode limits the panel to Customers and Orders.

You don't see "Managers" in the menu. Your user does not have the Managers access, inside the Administration card. Only somebody who already has that access can grant it to you.

You cannot take the Managers access away from the last administrator. The platform will not let you end up with nobody administering the system. If you try to untick it, convert them to a seller or delete them while they are the only one, you will see: "Cannot convert the last manager into a seller. Create another manager with management permissions first so someone can still administer the system." Create another user with Managers access and only then make the change. The same message appears when you try to delete them, even though it talks about sellers.

Tips

• Give each person only what they need. Logistics does not need to touch prices, and a seller does not need to see the billing.
• For somebody who only has to look at the catalog, use Products: Read only rather than no access at all.
• Review the list from time to time and delete anybody no longer on the team. Access does not expire on its own.
• Before removing a seller, transfer their customer book. It is one click and it saves you from orphaned customers.