How to Manage Staff and Users in Luminous

Managing staff and user accounts in Luminous ensures appropriate access and notifications for your team. Follow these steps to add, edit, and manage user roles and permissions.

‍

Step 1: Access the Staff Management Section

1. Navigate to the Manage tab in Luminous.
2. Select Staff to view all existing users with access to Luminous.

Step 2: Add a New User

1. Click Add New in the top-right corner.
2. Fill in the required details:
   • First Name
   • Last Name
   • Login Email
   • Password
3. Assign a User Role to define their access and permissions (details on roles in Step 4).
4. Optional Notifications:
   • Receive Purchase Order Notifications: Notifies the user when a purchase order (PO) is created in Luminous.
   • Receive B2B Purchase Orders Notifications: Alerts the user when a B2B portal order is received.
5. Click Save to create the user account.

Step 3: Edit an Existing User

1. Locate the user in the staff list.
2. Click to edit their details:
   • Change their assigned role.
   • Reset their password if needed.
3. Save changes.

Step 4: Manage Roles and Permissions

‍

Roles in Luminous control what actions users can perform.

‍

Edit Existing Roles

1. Click the three dots (⋮) in the top-right corner of the Staff page.
2. Select Manage Roles and Permissions.
3. Choose an existing role to:
   • Rename the role.
   • Modify permissions to tailor access.
4. Save changes.

Create a New Role

1. Click Create Role in the roles and permissions section.
2. Choose a Base Role to inherit default permissions.
3. Provide a new name for the role.
4. Customize the permissions for the new role as needed.
5. Save the new role.

Key Features of Staff Management

• User Notifications: Assign users to receive important updates, such as PO creation or B2B order alerts.
• Flexible Permissions: Adjust or create roles to match your team’s responsibilities.
• Easy Account Management: Quickly add or update user information, including password resets.

Example Role Setups

Every team is different, but here are common ways brands organize roles in Luminous. Start from the closest preset role as your base, then adjust permissions:

• Purchasing: access to purchase orders, suppliers and receiving. Turn on Receive Purchase Order Notifications for buyers.
• Warehouse: access to inventory, adjustments, transfers and fulfillment, without access to pricing or financial settings.
• Sales and wholesale: access to the CRM, sales orders and invoices. Turn on Receive B2B Purchase Orders Notifications for whoever handles portal orders.
• Finance: access to invoices, bills, costing and accounting settings such as QuickBooks.
• Admin: full access, kept to a small number of people.

Best Practices for User Access

• Give each person their own login. Shared accounts make it hard to know who did what.
• Grant only the access people need. Use roles to limit sensitive areas like pricing, costs and system settings.
• Use base roles to save time. Starting a new role from a base role means you only change the permissions that differ.
• Route notifications to the right people. PO and B2B order alerts are most useful when they go to whoever acts on them.
• Review users regularly. When someone changes roles or leaves, update or remove their access right away.

Common Questions

Does Luminous come with roles already set up? Yes. If you're just getting started, there are preset roles you can use as-is, rename or edit.

A user forgot their password. What do I do? Edit the user on the Staff page and reset their password.

Who gets notified when a B2B portal order comes in? Any user with Receive B2B Purchase Orders Notifications turned on. For more portal settings, see How to Configure Miscellaneous Settings for the B2B Portal. For PO approvals by team member, see How to Set Up Purchase Order Approval Flows in Luminous.

Managing staff and users effectively ensures your team has the appropriate tools and information to keep operations running smoothly.