Admins and Super Admins can invite users, change their roles and control which stores they can access. You manage users under Administration at the bottom of the menu to the left, on the User management tab.
If you have several stores, use the Stores dropdown at the top of the page to choose which store you are managing.
Before you start: one role per email address
Each email address can only have one role across all stores (Merchant IDs). If someone is already a Read Only user on one store, you cannot invite them as an Admin on another store. The invite will fail, and the error message may not explain why.
To give the person a different role, first change their role on the store where they already have access. Then invite them to the new store with the same role.
User roles
Every user in the Kustom Portal has one role, which decides what they can see and do. The table below shows what each user role can do in the Kustom Portal:
Role | What they can do |
Admin | Full access to the Portal, including bank account details, business and KYC information, users and Styling. Admins also receive debt statement invoices. |
Super Admin | The same access as Admin. Only Super Admins can give this role to others. |
User | Full access to Orders, including creating and editing orders, and can view Developer logs. |
Finance | Full access to Settlements and reports. Can view Orders and Insights but cannot edit orders. Cannot see Disputes. |
Developer | Full access to the Developers section (logs, API, SFTP credentials and webhooks), Shipping and Elements. |
Disputes | Full access to Disputes and Orders, and can create new orders. |
Disputes only | Full access to Disputes, with no access to Orders. |
Insights | Full access to Insights and can view Orders. |
Read Only | Can view Orders but cannot make any changes. |
Terminated | Given automatically when an agreement ends. Can view Orders and has full access to Disputes and Settlements. |
Invite a user
Select Administration at the bottom of the menu to the left, then select the User management tab.
Click Invite user in the top right corner.
Choose the Permission level (role) and enter the person's email address.
If the person only needs access for a limited time, pick a date under Access expires at. This is optional.
Click Send invite.
If the person is new to the Kustom Portal, they get an email to set up their account. If they already have access to another store, they do not get an email. The new store simply appears in their Portal.
Find and export users
The buttons above the user list let you:
Search for a user by clicking the magnifying glass.
Download the user list by clicking the download icon.
Choose columns to show or hide by clicking the columns icon.
The list shows each user's role, store, when they became a member and when they last signed in. The last sign-in date helps you find accounts that are no longer in use.
View a user's details
Click a user in the list to open their details.
User profile shows when they became a member, their role and which stores they can access. For each store you can see who added them and when their access expires.
Recent logins shows when the user signed in and which sign-in method they used, for example Google SSO (single sign-on, where the user signs in with their Google account instead of a separate Kustom password).
Change a user's role or store access
To change only the role, click the user in the list to open their details, then click their current role and choose a new one.
To change the role and the store access together:
Click the user in the list to open their details.
Click the three dots in the top right corner and select Edit roles & stores.
Choose a new role, and check or uncheck the stores the user should have access to.
Click Save changes.
Changes apply immediately. A new role applies to every store the user has access to.
Give temporary access to a store
If someone only needs access for a limited time, set an expiry date. You can do this when you invite them, using Access expires at, or later by clicking Set expiry next to the store in Edit roles & stores. Their access to that store ends automatically on that date.
Add several users to a store at once
Select the users in the list using the checkboxes, then click Add to a store.
Remove a user
Click the three dots at the end of the user's row and select Remove user. You can also do this from the three dots in the user's details.
Confirm the removal.
Removing a user only removes them from the store you are currently managing. If they have access to other stores, remove them from each store, or use Edit roles & stores to uncheck the stores they should no longer access.
Giving access to someone outside your company
The External user type has been retired. Invite the person as a regular user with the most limited role that fits their task, such as Read Only or Developer.
Set an expiry date when you invite them, so their access ends automatically when the work is done.
Troubleshooting
The invite fails. The person most likely already has a different role on another store. See one role per email address above. It can also happen if you are not an Admin on every store the person belongs to. In that case, ask an Admin on those stores to make the change.
The user never got the invite email. Ask them to check their spam folder. If the person already had access to another store, no email is sent and they can simply sign in. Otherwise, remove them and send the invite again.
The user cannot see a store. Open their details and check the store list under Store access. If the store has an expiry date that has passed, add the store again in Edit roles & stores.
For sign-in problems, see Sign in to Kustom Portal.