Note: Reloadify is rolling out roles in phases. Existing users keep their access.
Access per team member
Not everyone on your team needs the same access. An intern designs a newsletter but does not need to see customer data. A finance employee checks revenue figures but does not send campaigns.
Roles let you decide what each user does in your shop. Every role is a fixed set of permissions. If a role does not quite fit, adjust the permissions for that user.
Manage roles via Settings > General > Users.
The six roles at a glance
Role | For whom | In one sentence |
Owner | The person who connected the shop | Can do everything, always. Every shop has exactly one owner. |
Admin | The owner's right hand | Can do everything the owner can, including billing. |
Manager | Marketing manager or team lead | Manages settings, integrations and users. No billing. |
Author | Marketer or content creator | Creates, sends and deletes content and sees customers. No revenue figures, no settings. |
Intern | Trainee or temporary staff | Creates and edits drafts. Sends nothing and sees no customers. |
Viewer | Management, finance or external partner | Views reports including revenue. Changes nothing and sees no customers. |
Tip: Does a role not quite fit? Build your own role.
Permissions per role
Permission | Owner | Admin | Manager | Author | Intern | Viewer |
Manage billing | Yes | Yes | No | No | No | No |
Manage users | Yes | Yes | Yes | No | No | No |
Manage settings | Yes | Yes | Yes | No | No | No |
Manage integrations | Yes | Yes | Yes | No | No | No |
Edit content | Yes | Yes | Yes | Yes | Yes | No |
Publish and send | Yes | Yes | Yes | Yes | No | No |
Delete content | Yes | Yes | Yes | Yes | No | No |
Manage discount codes | Yes | Yes | Yes | No | No | No |
View customers | Yes | Yes | Yes | Yes | No | No |
Edit customers | Yes | Yes | Yes | Yes | No | No |
Import and export customers | Yes | Yes | Yes | No | No | No |
View reports | Yes | Yes | Yes | Yes | No | Yes |
View revenue and orders | Yes | Yes | Yes | No | No | Yes |
Export reports | Yes | Yes | Yes | No | No | No |
Note: The roles are not a ladder. A Viewer sees revenue, an Author does not. Choose the role that fits the work, not the seniority.
The owner
Every shop has exactly one owner: the person who connected the shop to Reloadify. The owner always has all fourteen permissions. Custom permissions do not apply to the owner.
You cannot transfer the owner role via Users, because the owner is linked to the shop connection. Contact support to change the owner. Does a second person need full access? Give that person the Admin role.
The fourteen permissions explained
Every role is a combination of these permissions. Use this overview when you adjust permissions per user.
Management
These three permissions are fixed to a role. You cannot switch them on or off per user.
Manage billing: change the subscription, download invoices, manage payment details and upgrade or downgrade. Without this permission, the Subscription menu item is hidden.
Manage users: add and delete users, change roles, adjust permissions and view user activity.
Manage settings: email settings, GDPR, custom fields, order status mapping, preference groups, sender authentication, Discovery, Loyalty settings, IP addresses and webhooks.
Manage integrations: switch apps on and off (for example Mailchimp, Facebook Ads, Zapier, Looker Studio and Trusted Shops), create API credentials and MCP tokens, validate sending domains and start a synchronisation. Full-access API credentials and MCP tokens require all shop permissions.
Content
Edit content: create, edit and duplicate campaigns, triggers, flows, landing pages, pop-ups, segments, filters, templates, saved rows, identity components, dynamic products, recommendations, Loyalty content and Autopilot content. This also covers sending test emails, installing templates from the gallery and using existing discount codes in content.
Publish and send: send campaigns, activate or pause flows, triggers, pop-ups, landing pages, recommendations and Loyalty, pick A/B winners, manage transactional emails and change Autopilot settings. Without this permission, the Send, Activate and Pause buttons are hidden. Requires Edit content.
Delete content: delete or archive content and flow steps. Requires Edit content.
Manage discount codes: create, edit and delete discount codes.
Customers
View customers: profiles, sent and scheduled emails, carts, orders, recipients per email and per flow step, and profiles in the search function. Without this permission, the Profiles and Reports menus are hidden and customer tabs show the message "Customer data is hidden".
Edit customers: create, edit, delete, subscribe and unsubscribe profiles. Requires View customers.
Import and export customers: CSV import and export, transfer profiles to another shop, export Facebook audiences and activate or deactivate profiles from a segment. Requires View customers.
Reports
View reports: dashboard, charts and statistics pages of campaigns, pop-ups, landing pages, recommendations, Loyalty, discount codes and A/B tests.
View revenue and orders: revenue, number of orders, average order value, prices and customer value. Without this permission, charts and columns with these figures are hidden. The conversion rate always stays visible and can reveal the order volume. Requires View reports.
Export reports: export statistics tables as CSV. Requires View reports.
Managing users per role
You only manage users with a lower role than your own. Nobody manages the owner.
Your role | Roles you assign |
Owner | Viewer, Intern, Author, Manager, Admin |
Admin | Viewer, Intern, Author, Manager |
Manager | Viewer, Intern, Author |
Author, Intern, Viewer | None |
Every user can always change their own name, language and two-factor authentication.
Permissions also apply to AI and API tokens
Permissions apply everywhere, not just in the interface:
Susan AI follows the permissions of the user who asks the question. An Intern cannot have Susan look up customers or send campaigns.
Personal MCP tokens get the same permissions as the user. If the user is not allowed to see revenue, Reloadify filters the revenue fields from the results.
The reporting API with a user token requires the View revenue and orders permission.
Common situations
You see the message "You are not allowed to do this. Ask the shop owner to adjust your permissions."
Your role does not have this permission. Ask the owner, an Admin or a Manager to adjust your role or permissions.
The Profiles menu is missing
Your role does not have the View customers permission. This applies by default to the Intern and the Viewer.
An Author sees the conversion rate, but no revenue
This is correct. The conversion rate is part of the basic statistics and can reveal the order volume.
Existing users keep their access
Users who had full access get the Admin role. Lower the roles yourself where needed.
Custom permissions expire after a role change
Custom permissions are deviations from one role. A different role has different defaults. After a role change, you therefore start from the default of the new role.
An Intern sends test emails to themselves
The test email uses sample data. Real customer data stays hidden.
Roles apply per shop
A user can be a Manager in one shop and a Viewer in another.