Admin Staff, Roles and Permissions

Invite people and control their accounts on Staff, shape the role list on Roles, and tick what each role may do in the permission matrix.

Three Admin pages work together to answer “who works here, and what may they do?”. Staff (/admin/staff) is the people list: invite members, suspend or reactivate accounts, reset passwords and assign roles. Roles (/admin/roles) is the role list itself. Permissions (/admin/permissions) is one big matrix that says, per role and per module, which actions are allowed. Only Owner and Admin roles can open these pages.

Step 1: Invite a member on the Staff page#

1. Open Admin → Staff and click “Invite member”.
2. Fill in the email, a password of at least 8 characters, and a display name.
3. Pick a role from the Role dropdown — a member must start with one.
4. Click Create. The person appears in the list right away and can sign in with that email and password.

• Each row of the Staff list shows the member’s email, name, roles and status (active or suspended) — the whole company’s accounts on one screen, under Admin → Staff.
• Tell the new member the password you set in person or through a channel you trust — after signing in, they can change it themselves on their profile page (/account/profile).

Step 2: Suspend, reactivate, reset a password, change roles#

• Suspend / Activate: in the member’s row, click “Suspend” and confirm — a suspended member cannot sign in. Click “Activate” on the same row to let them back in. Nothing is deleted; their records stay.
• Reset password: click “Reset password” in the row, type a new password of at least 8 characters and Save. Give it to the member so they can sign in, then have them set their own on their profile page.
• Change roles: click “Roles” in the row, tick one or more roles in the popup and Save. A member can hold several roles at once, but never zero — the Save button stays off until at least one role is ticked.

Step 3: Shape the role list on the Roles page#

1. Open Admin → Roles. Each row shows the role name, its type, how many members hold it, and a “system” badge on built-in roles.
2. To add a role, click “New from template”, choose a template, and optionally type your own role name (leave it empty to keep the template’s name), then click Create.
3. To rename a role, click “Rename” in its row, type the new name and Save.
4. To delete a role, click “Delete” in its row and confirm. This only works for roles you created (not system roles) that no member currently holds — move the members to another role first, on the Staff page.

Starting from a template saves you from a blank page: the new role begins as a copy of the template, and you then adjust it in the permission matrix. The Roles page itself only manages the list — what each role may do is set on the Permissions page, and each role row has a “Permissions →” shortcut that takes you straight there.

Step 4: Tick what each role may do in the permission matrix#

Open Admin → Permissions (or follow a “Permissions →” shortcut from the Roles page; a “← Roles” link at the top takes you back). The matrix is read like a table: rows are modules, grouped by app; each column is one of your roles; each cell holds six action switches for that role in that module.

1. Use the two search boxes at the top to narrow the matrix: one filters modules by name, the other filters which role columns are shown.
2. In each cell, tick the actions this role may do in that module: View, Create, Edit, Delete, Approve and Export.
3. In a hurry? On an app group row, “All” ticks every action of every module in that app for that role, and “None” clears them. The Compact toggle shrinks each cell to six letter buttons (V / C / E / D / A / X) so more roles fit on screen.
4. Click Save at the bottom. The page shows “Unsaved changes” while you edit, and after saving confirms “Permissions saved — takes effect immediately.”

Docklify features used in this article#

• Staff list and Invite member (email / password / display name / role) — Admin → Staff (/admin/staff)
• Member actions: Suspend / Activate, Reset password, change Roles — Admin → Staff (/admin/staff)
• Roles: New from template, Rename, Delete — Admin → Roles (/admin/roles)
• Permission matrix (six actions per module, compact mode, All / None per app) — Admin → Permissions (/admin/permissions)