User roles

Last update: 2023-07-13
  • Created for:
  • Beginner

To give someone restricted access to the Admin, the first step is to create a role that has the appropriate level of permissions. After the role is saved, you can add new users and assign the restricted role to grant them limited access to the Admin.

Admin - user roles

Define a role

  1. On the Admin sidebar, go to System > Permissions > User Roles.

  2. In the upper-right corner, click Add New Role.

  3. Complete the steps to define the role:

Step 1: Add the role name

  1. Under Role Information, enter a descriptive Role Name.

  2. Under Current User Identity Verification, enter your password.

    System permissions - role information

Step 2: Assign resources


When assigning resources, be sure to disable access to the Permissions tool if you are limiting access for a given role. Otherwise, users are able to modify their own permissions.

  1. Set Role Scopes to one of the following:

    • All
    • Custom

    If set to Custom for a multisite installation, select the checkbox of the website and store where the role is to be used.

    User role resources - custom scope

    Users with a Custom role scope are not able to create websites and categories, assign products to categories, or edit products at All Store Views scope when they are assigned to restricted stores. These users also cannot perform other global actions that affect scopes where they do not have access.

  2. Under Roles Resources, set Resource Access to Custom.

  3. In the Resource tree structure, select the checkbox of each Admin capability that the role can access.

    To create an Admin role with access to tax settings, choose both the Sales/Tax and System/Tax resources. If setting up a website for a region that differs from your default shipping point of origin, you must allow access to the System/Shipping resources for the role. The shipping settings determine the store tax rate that is used for catalog prices.

    Assigned user role resources

    The list of available permissions may include additional options for bundled and installed extensions. By selecting the top-most permission for each feature, you assign all permissions available for the user.


    An Admin user must have Sales / Archive permissions for their role scope to see the Invoices, Credit Memos, and Shipments order tabs.

  4. When complete, click Save Role.

    The role now appears in the grid and can be assigned to user accounts.

Assign a role to users

  1. From the Roles grid, open the record in edit mode.

  2. Under Current User Identity Verification, enter your user account password.

  3. In the left panel, choose Role Users.

    The Role Users option appears only after a new role is saved.

    User accounts assigned to the role
  4. To search for a specific user record, do the following:

    • Enter the value in the search filter at the top of a column and press Enter.

    • When you are ready to return to the full list, click Reset Filter.

  5. Select the checkbox of any users to be assigned to the role.

  6. Click Save Role.

Edit a role

  1. On the Admin sidebar, go to System > Permissions > User Roles.

  2. Locate the role using filters above the grid and click the role name.

  3. Make needed changes.

    Review the steps for creating a user role for information about the role settings.

  4. When prompted, enter your password to confirm your identity.

  5. Click the Save Role.

Delete a role

  1. On the Admin sidebar, go to System > Permissions > User Roles.

  2. Locate the role using filters above the grid and open in edit mode.

  3. In the upper-right corner, click Delete Role.

  4. To confirm the action, click OK.

User roles demo

Watch this video to learn about managing user roles:

Role resources

Access to the following resources can be assigned to a custom role. See the linked page to learn more about the capabilities that are associated with each resource.

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Sales Operations
Quotes B2B for Adobe Commerce
Credit Memos
Billing Agreements
Returns Adobe Commerce
Archive![Adobe Commerce]
Shopping Cart Management
Catalog Category Permissions Adobe Commerce
Inventory Products
Shared Catalog B2B for Adobe Commerce Manage Shared Catalog
Customers All Customers
Now Online
Customer Groups
Segments Adobe Commerce
Login as Customer Allow Login as Customer Button
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Add New Company
Delete Company
Reimburse Balance
Carts Manage carts
My Account
Marketing Promotions Catalog Price Rule
Cart Price Rules
Related Products RulesAdobe Commerce
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Private Sales Adobe Commerce Events
Communications Email Templates
Newsletter Template
Newsletter Queue
Newsletter Subscribers
Email Reminders
Sales Channel Amazon Sales Channel
SEO & Search Search Terms
Search Synonyms Adobe Commerce
URL Rewrites
Site Map
User Content All Reviews
Pending Reviews
Content Elements) Pages
Hierarchy Adobe Commerce
Dynamic Blocks Adobe Commerce
Media Gallery
Design Themes
Content Staging Adobe Commerce
Reports Marketing Shopping Cart
Search Terms
Newsletter Problem Reports
System Insights Adobe Commerce Site-Wide Analysis Tool
Private Sales Adobe Commerce
Business Intelligence
Stores Settings All Stores
Terms and Conditions
Order Status
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Attributes Product
Update Attributes
Attribute Set
Other Settings Customer Groups
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User Roles
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