# How to Set Up Users and Role Permissions in Unleashed

> Create roles, set Access and Can Edit permissions, and invite users in Unleashed. Plus who can delete users and what Superusers can't see.

- URL: https://logistify.ai/guides/unleashed/users-role-permissions/
- Section: Unleashed Guides, Setup & reports
- Applies to: Unleashed Lite, Core, Pro
- Steps checked against: Unleashed Help Centre articles, checked 23 October 2026
- Updated: 2026-10-23

**Short answer:** To set up users and role permissions in Unleashed, create roles in Settings > Security > Roles, choosing a parent role for each. Then set each role's Access padlocks and Can Edit boxes in Settings > Security > Role Permissions. Invite people from Settings > Security > Users with Invite a User, choosing their Role. Invitations expire after 7 days. Core includes 3 user licenses and Pro includes 5.

## Before you start

- To view and manage users, your role needs the Settings > Users permission. The action cog for managing users only shows for the Account Owner or a Superuser.
- To invite someone, you also need to be an Administrator in Access Evo.
- User licenses: Core includes 3 and Pro includes 5, with more available to buy (Unleashed's pricing pages, checked 23 October 2026). Lite, which Unleashed lists only on its US pricing page, also includes 3. Partner Users don't use a license.
- Roles work as parent and child. A child role inherits its parent's permissions and can never have more. Once a role has a child, the parent's permissions are locked, so plan from the broadest role down.
- Superuser is a fixed, built-in role. It reaches nearly everything except Unleashed API Access and billing, which only the Account Owner has.
- A user's email address can't be changed later. To change it, delete the user and invite them again.

## Step 1: Create the roles

1. Go to Settings > Security > Roles.
2. In User Role, enter a unique name, for example Warehouse or Sales.
3. In Parent, choose the role it inherits from. Superuser is the usual starting point for the first level.
4. Click Add. The role appears in the list straight away.

## Step 2: Set each role's permissions

1. Go to Settings > Security > Role Permissions.
2. Pick the role in the Role drop-down menu.
3. Use Expand/Collapse All, or click a section's top permission, to see its items.
4. Click a padlock in the Access column to give or remove access. A green open padlock means the role has access; a grey locked padlock means it doesn't. The padlock beside the Access header changes all of them at once.
5. Where Can Edit is offered, tick it to let the role change data, or leave it empty for view-only.
6. Ask users with that role to log out, clear their browser's cache and cookies, and log back in so the changes apply.

| If you want to… | Permission, as Unleashed names it |
| --- | --- |
| Hide costs and profit on sales orders | Sales > View Sales Orders: Cost, View Sales Orders: Margin, Sales Order: Profit (lock Access) |
| Stop a user deleting order lines or changing line prices | Sales > Sales Order Pricing (turn off Can Edit) |
| Let a user edit customer pricing | Sales > Customer > Customer Pricing (Access and Can Edit on) |
| Control who sees costs in the Stock On Hand Enquiry | Inventory > Stock On Hand Enquiry: Cost |
| Allow report exports | Sales > Import/Export, plus Access to the report itself |
| Let someone manage users and roles | Settings > Users, Roles, Role Permissions, Invite a User |

*From Unleashed's Roles and Role Permissions article, checked 23 October 2026.*

## Step 3: Give existing Access Evo members access to Unleashed

1. Skip this step if the person isn't yet a member of your Access Evo organization.
2. In Access Evo, click the Members icon in the top right corner.
3. Click the vertical three-dot icon on the member's tile and select Manager roles.
4. Under Products, find Unleashed and select User in the drop-down menu.
5. Click Save Changes.

## Step 4: Invite the user

1. In Access Evo, click Access in the top left and go to Products > Unleashed. Then go to Settings > Security > Users.
2. Click Invite a User in the top right corner.
3. Enter First Name, Last Name, Email Address, Department and Role. For an existing Access Evo member, the email must match their Access Evo email.
4. Click Invite.
5. The user gets an email titled 'Invitation to join…'. They click the activation link, then Accept Invite, then Create Login.
6. Once they've accepted, a tick shows in the Approve column on the Users page.

## Step 5: Change or remove a user later

1. To change a role, go to Settings > Security > Users, click the user's Role field and pick the new role. Ask them to log out and clear their cache and cookies.
2. To change name or Department, click the field, edit it and click away. It saves straight away.
3. To remove a user, hover over the action cog on their row and select Delete User. Their past transactions stay intact and the license becomes free for someone else.

Only the Account Owner can see the account's API credentials, under Unleashed API Access. For what those allow, see [How to connect other apps with Unleashed API access](https://logistify.ai/guides/unleashed/api-access-limits/). For plan and license costs, see [Unleashed pricing explained](https://logistify.ai/compare/unleashed-pricing/).

## If something doesn't look right

- The invitation hasn't arrived: check spam or junk after 15 minutes. You can click Resend in the User Invitations list while the 7 days are running.
- A role or permission change hasn't taken effect: the user should log out, clear the browser's cache and cookies, and log back in.
- You can't edit a role's permissions: it may be your own role, which you can't edit, or a parent role locked because it has a child.
- You can't delete a role: it's still assigned to a user.
- As a Superuser, you can't delete a user: Superusers can only delete users they invited, and never the Account Owner.
- There's no action cog on the Users page: you're not logged in as the Account Owner or a Superuser.
- A partner shows under Users instead of Partners: check the email address and that they're a registered Unleashed Partner.

## Where Unleashed leaves the work to you

- Deciding who needs which role, and reviewing access when people change jobs or leave.
- Watching your license count. Deleting a user doesn't change your subscription.
- Access Evo membership is separate. Deleting someone from Unleashed doesn't remove them from your Access Evo organization.
- Changing the Account Owner needs a request to Unleashed support.

## Where Logistify fits

Logistify doesn't set up Unleashed users or roles. It is a managed service: the [Sales Order Service](https://logistify.ai/agents/sales-order/) enters customer orders into Unleashed as sales orders and creates sales quotes for quote requests. Held orders can be reviewed by your own staff in the Logistify app.

## Frequently Asked Questions

### How many users are included in Unleashed?

Core includes 3 user licenses and Pro includes 5, according to Unleashed's pricing pages checked 23 October 2026. Lite, listed only on Unleashed's US pricing page, includes 3. Extra licenses can be bought.

### What can a Superuser not do in Unleashed?

Unless they are also the Account Owner, a Superuser can't open Billing or Unleashed API Access. Only the Account Owner can create or delete Sandboxes and reset 2-Step Authentication for other users.

### Do Partner Users count toward my user licenses?

No. Partner Users must have their own registered Partner account. They get Superuser-level access and can't be given custom roles.

### Why can't I change a role's permissions?

You can't edit your own role, and a parent role's permissions lock once you create a child role from it.

### What happens to a deleted user's transactions?

They stay exactly as they were. Deleting a user removes their access and frees the license, but keeps the audit trail.

## Sources

- [Unleashed: Unleashed Users](https://help-unleashed.theaccessgroup.com/en/articles/11582500-unleashed-users)
- [Unleashed: Roles and Role Permissions](https://help-unleashed.theaccessgroup.com/en/articles/11582501-roles-and-role-permissions)
- [Unleashed: Account Owner, Superusers and Partner users](https://help-unleashed.theaccessgroup.com/en/articles/11582503-account-owner-superusers-and-partner-users)
- [Unleashed: Pricing (US, checked 23 October 2026)](https://www.unleashedsoftware.com/en-us/pricing/)
- [Unleashed: Pricing (UK, checked 23 October 2026)](https://www.unleashedsoftware.com/en-gb/pricing/)