Users and roles
Access is invite-only. Each person belongs to a customer workspace with a role that controls what they can see and change.
Who can invite
Section titled “Who can invite”Workspace admins manage users under Users & Roles in the app navigation. If you cannot see that item, ask your workspace owner. StoreScout platform operators may also assist during onboarding.
Roles in the product
Section titled “Roles in the product”Exact labels in Users & Roles:
| Role | Usually can | Usually cannot |
|---|---|---|
| Viewer | Browse entitled stores and prepared outputs | Start Find stores, enrich bulk, invite users, export restricted files |
| Sales rep | Work assigned stores; update contact status, notes, next actions | Full admin configuration; often limited discovery |
| Analyst | Day-to-day store work: Find stores, prioritise, notes, exports as permitted | User admin / account-level settings |
| Admin | Users, roles, setup links, sessions, integrations, exports, credits allocation | Platform-only diagnostics (Ops / Customers) |
Always trust the in-app role label and disabled controls over this summary. Feature flags (Visits, QR, HubSpot) further limit what appears in the nav.
Invite flow (admin)
Section titled “Invite flow (admin)”- Open Users & Roles.
- Start Invite / create user (work email).
- Choose a role with least privilege for the job.
- Generate or send the setup link so the person can set a password (or complete Google sign-in if your workspace uses it).
- Confirm they can sign in and land on Command Center or Stores.
Admins can also change roles, deactivate access, revoke sessions, and set monthly credit allocations per user.
Multiple workspaces
Section titled “Multiple workspaces”Some people belong to more than one customer. After sign-in, use the workspace switcher (where shown) so you are not acting in the wrong organisation. Prefer the invite link for the customer you mean to open.
Good practice
Section titled “Good practice”- Prefer company email domains your organisation controls.
- Remove or deactivate access promptly when someone leaves.
- Keep at least two admins so one absence does not lock the workspace.
- Do not share passwords; each person should have their own login.
- Least privilege: default new users to Viewer or Sales rep until they need Analyst tools.