VNDLY User Roles & Permissions: Complete Setup Guide [2026]

Your warehouse manager shouldn't be able to delete invoices. Your sales rep doesn't need to see purchase costs. And nobody except you should be able to touch the billing settings.

That's not paranoia. That's just running a tight operation.

Most small business owners don't think about user permissions until something goes wrong - a line item accidentally deleted, a confirmed PO edited by the wrong person, or a new hire who has access to everything on day one. VNDLY's user roles and permissions system is built to prevent exactly that.

This guide covers how VNDLY handles team access control - the roles, the presets, what each module controls, and how to set it all up in a few minutes.

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Why Shared Logins Break Down Fast

When a business is tiny, it feels harmless to share one login. You're the only one using the system most days anyway.

But the moment you hire a second person, a shared login creates problems you won't notice until they bite you.

• No audit trail. You can't tell who made a change.
• No access limits. A new hire can accidentally delete data you can't get back.
• No accountability. If something goes wrong, good luck figuring out when or who.

And even if your team is just two people, the habits you build now matter. Giving everyone their own login - with the right permissions - takes five minutes and saves you hours of backtracking later.

VNDLY gives each person their own account, their own access level, and a full activity trail. Here's how it works.

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The Four Roles: What They Mean in Practice

Every team member in VNDLY gets assigned one of four roles. Think of these as the access tier, and then permissions as the fine-tuning layer on top.

Owner - the account owner. Full access to everything, including billing and subscription settings. Can't be removed by anyone else. Typically you, the founder.

Admin - full access to operations. Can invite and manage team members, but doesn't have control over billing or subscription. Good for a trusted operations manager.

Member - the default for most staff. Can view products, customers, sales orders, purchase orders, inventory, and reports. Can create and edit sales orders. Can't manage the team or touch settings.

Viewer - read-only access. Can see products, customers, orders, inventory, and reports but can't make any changes. Useful for accountants, advisors, or board members who need visibility without the ability to edit.

These roles set the baseline. For more control, you layer permissions on top.

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Permission Presets: Five Starting Points

When you invite someone or edit a team member's access, VNDLY offers five built-in permission presets. These are starting points you can adjust, not locked-in configurations.

Preset	Who It's For	Key Access
Full Access	Senior ops, second-in-command	All modules, all actions
Sales	Sales reps, account managers	Customers, sales orders, invoices, price lists (view), marketing
Warehouse	Warehouse staff, receiving team	Inventory, stocktakes, purchase orders (view), packing, locations
Finance	Accountants, bookkeepers	Invoices, sales orders (view), purchase orders (view), reports
View Only	Advisors, auditors, silent partners	View access to all modules, no edits

The Sales preset is particularly well-thought-out. Sales reps can create and edit customers, manage leads and orders, create invoices - but they can't see or edit purchase orders, touch stock adjustments, or change price lists. They see what they need. Nothing more.

The Warehouse preset is the mirror image. Warehouse staff can receive goods, run stocktakes, manage locations and packing - but they can't create invoices or edit customer data. Clean separation.

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Module-Level Control: All 21 Areas of VNDLY

Beyond the presets, you can configure access for each module individually. VNDLY has 21 modules, each with up to four actions: view, create, edit, delete.

Some modules are view-only by nature - the Dashboard, Reports, Planning, and Settings panels don't have create/delete actions. Others like Purchase Orders and Sales Orders support all four: view, create, edit, and delete.

This matters when you think about sensitive operations. A warehouse team member might need to view purchase orders to know what's arriving - but you probably don't want them editing confirmed POs. You can set exactly that. View on, create/edit/delete off.

The same logic applies to inventory adjustments. If you're on the how to run accurate stock adjustments path, you'll want to carefully define who can trigger those - because every adjustment creates an audit event.

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How to Invite a Team Member

Adding someone to your VNDLY workspace takes under two minutes.

1. Go to Settings → Team
2. Click Invite member (top right of the team card)
3. Enter their email address and choose their role
4. Select a permission preset - or configure module access manually
5. Hit send

The invitation email expires after 7 days. If they haven't accepted, you can resend it from the same Team page. Pending invitations show in their own section so you always know who's been invited but hasn't joined yet.

Once they accept, they appear in the team list. You can edit their role and permissions any time by clicking the edit icon next to their name. Changes take effect immediately - no session restart needed.

To remove someone, use the Actions menu next to their name. This revokes their access instantly. Their work history stays in the system - orders they created, adjustments they made - but they can no longer log in.

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What Happens When Your Team Grows

The permissions system becomes more valuable as you scale, not less.

When it's just you and one assistant, a simple Member role probably covers everything. But when you're managing a warehouse team, a sales team, and an outside bookkeeper, you need the system to actually reflect how your business operates.

A common setup for a growing small business inventory operation:

• Owner - you. Full access, billing control.
• Admin - operations manager. Can manage team, full operational access.
• Sales team - Sales preset. Create and manage orders and customers, can't touch purchasing.
• Warehouse staff - Warehouse preset. Receive goods, run stocktakes, can view incoming POs.
• Bookkeeper - Finance preset. Access to invoices and reports. No ability to edit orders or stock.

Five different access levels, all set in 10 minutes from a single Settings page.

If you're running a wholesale or distribution operation, you might also want to look at the Sales Agents feature (Professional plan and up), which has its own commission tracking and territory system layered on top of the standard permissions.

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From the Founder

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How Permissions Fit Into Your Wider Workflow

The access system in VNDLY isn't just about security. It shapes how your team uses the software day-to-day.

When warehouse staff log in, they see the modules they need - inventory, stocktakes, packing, incoming purchase orders. The rest doesn't clutter their view. When your sales rep logs in, they see customers, leads, orders. Clean and focused.

This matters for teams where some members are using VNDLY occasionally, not every day. A part-time bookkeeper checking invoices once a week doesn't need to navigate around modules they can't use anyway.

You can also use VNDLY's free mobile barcode scanner app for warehouse operations. It respects the same permission system - warehouse staff can scan to receive POs and run stock counts, but they can't trigger actions their permissions don't cover.

For teams using VNDLY's planning features, check the planning reports guide - understanding which team members need planning access (and which don't) is a common oversight when setting up a new workspace.

If you're coming from a setup where you've been managing inventory across a spreadsheet, take a look at the 10 best inventory management platforms for small business breakdown - it covers how VNDLY compares to the alternatives on exactly this kind of team and access management capability.

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Frequently Asked Questions

Can I change a team member's permissions after they've been invited?

Yes. Go to Settings → Team, find the member, and click the edit icon. You can update their role or change any module-level permissions. Changes apply immediately.

Does VNDLY charge per user?

Plans include a user limit - Starter allows 2 users, Professional and Enterprise have higher limits. Check the current pricing to see what's included on each plan.

What happens to someone's data when I remove them?

Their account access is revoked immediately, but all the records they created - orders, notes, adjustments - stay in the system. You don't lose history, you just cut their login.

Can a team member see purchase costs and supplier prices?

It depends on their permissions. The Warehouse preset gives purchase order view access, which includes receiving details. If you don't want specific staff to see cost data, you can configure their permissions to exclude purchase orders, or use the View Only preset which doesn't include cost-sensitive fields.

Can I give someone access to one specific module but nothing else?

Yes. When editing a member's permissions, uncheck everything except the module you need. VNDLY's permission grid lets you enable or disable each module independently.

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