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Manage roles and permissions

Define access, assign user roles, and understand company and store scope.

FastSpring user roles determine the level of access and permission a user has within the FastSpring app. Permissions are categorized by the scope of data they cover, which corresponds directly to the tables below: Role for the whole company access or Role for each store access.

Only Administrators have the exclusive permission to manage other user accounts (create, update, or deactivate). All users can edit their own passwords and personal details.

The sections below explain the purpose of each role, detail the access permissions, and guide you through user management. Select a section or use the TOC on the right to jump ahead.

   

Role definitions
Understand the purpose and scope of each role.    

   

Permission matrix
See granular access for each app section.    

 

User management
Learn how to add, update, and assign roles to users.  

Role definitions

This table defines each available role, identifying its required scope (whole company or specific store) and summarizing its core responsibilities.

RoleScopeAccess Summary
AdministratorsRole for whole companyThe user has full access to configure all stores and the entire FastSpring account, including user management and financial account information.
AccountantsRole for whole companyThe user has access focused on financial transparency, including order information, reports, and the account balance.
Store AdministratorRole for each storeThe user has full configuration and edit access for a specific store. Access excludes all company-level financial account data and user management.
Store MaintainerRole for each storeThe user has full operational access for a specific store (Catalog, Checkouts, Sales). Access is similar to a Store Administrator but with fewer deletion/finalization rights. Excludes reporting/accounting.
Store Marketing (with Reports)Role for each storeThe user is focused on marketing activities; they can manage coupons and access both order information and reports.
Store Marketing (without Reports)Role for each storeThe user is focused on marketing activities; they can manage coupons and access order information. Access excludes the reports menu.
Store Order SupportRole for each storeThe user performs order-related actions (e.g., refunds, order search, PO processing) and has read-only catalog access.
Store ReportingRole for each storeThe user is focused on analytical data; they have access to reports and view-only sales information.
Store Sales RepresentativeRole for each storeThe user creates and manages quotes, invoices, and custom orders. Catalog access is limited to One-Time Products and Subscription Plans.
Store Sales Representative (with Coupons)Role for each storeThe user creates and manages quotes. They have full access to the catalog (including coupons) for quoting purposes.

Permission matrix

The tables below display the access level each role has to the primary sections of the FastSpring app.

Access for all company stores

These roles grant consistent company-wide permissions, regardless of the individual store selected.

RoleDashboardsCheckoutsCatalogSalesReportsDeveloper ToolsSettings
Administrators
Accountants

Legend:

Full Access Limited Access No Access

User management

Managing user accounts, including creation, updates, and role assignment, is an exclusive permission held by Administrators. The following section details the process for assigning roles to ensure users have the correct scope of access.

Add a new user

Follow these steps to add a new user and assign the initial role(s), granting them access to the FastSpring app.

  1. In the top-right corner of the FastSpring app, click the dropdown with your store name and select Users.
  2. On the Users page, click Add User.
  3. Enter the user’s First Name and Last Name.
  4. Enter the user’s Email address.
  5. (Optional) Check the Allow this user to use username/password to login. Even if SSO is required box to apply the exception rule.
  6. Under Please select the role(s) for the user, choose the scope of the user's access:
    • Select Role for whole company for high-level roles (e.g., Administrator, Accountant) that cover all stores and company-wide data.
    • Select Role for each store for specific, store-level roles (e.g., Store Maintainer, Store Order Support).
  7. Use the Role dropdown menu to select the specific role.

    Note: If you selected Role for each store, you must choose the specific store first, then select the role.

  8. Click Invite user or Create user immediately. FastSpring sends the new user an invite email or an email with a temporary password.
Update a user's roles

Use this process to modify an existing user's permissions, which may involve changing their scope from store-specific to company-wide, or vice versa.

  1. In the top-right corner of the FastSpring app, click the dropdown with your store name and select Users.
  2. On the Users page, navigate to the Active Users tab. Locate the user whose role(s) you need to update and click their edit icon.
  3. On the Edit User page, locate the Please select the role(s) for the user section.
  4. Choose the desired scope:
    • Select Role for whole company for company-wide access.
    • Select Role for each store for store-specific access.
  5. Use the role dropdown menu that appears to select the specific role(s).
  6. Click Save.
Deactivate a user

Follow these steps to immediately revoke a user's login access to the FastSpring app, including all permissions.

  1. In the top-right corner of the FastSpring app, click the dropdown with your store name and select Users.
  2. On the Users page, navigate to the Active Users tab. Locate the user you want to deactivate and click their edit icon.
  3. On the Edit User page, locate and click the Disable in company link under More Actions.
  4. Click OK to confirm.
Reactivate a user

You can restore a user's access who was previously disabled at any time using the following steps.

  1. In the top-right corner of the FastSpring app, click the dropdown with your store name and select Users.
  2. On the Users page, navigate to the Disabled Users tab. Locate the user you want to reactivate and click their edit icon.
  3. On the Edit User page, locate and click the Activate link under More Actions.
View user login activity

Account Administrators can review recent login attempts and session history for any user using the steps below.

  1. In the top-right corner of the FastSpring app, click the dropdown with your store name and select Users.
  2. On the Users page, navigate to the Active Users tab. Locate the user you want to review and click their user icon. This opens the User Details page.
  3. On the User Details page, scroll to the bottom of the page. The Recent Login Activity section lists all recent login attempts and session history.

Updated about 8 hours ago