👥 Roles and permissions
In 30 seconds
- There are four roles: Owner, Admin, Worker and Read-only. Each one can do the same as the one below and something more.
- Worker handles the day to day; Admin also configures the workshop and manages users.
- Only the Owner turns on customer invoicing and pays the subscription, and there's one per workshop.
- Besides the role, your plan decides which sections you have.
BolloPrint has four roles with different access levels. The role is assigned by the Owner (or an Admin) when inviting someone, and it can be changed at any time from Settings → Workshop → Users.
The four roles
From top to bottom, each role can do everything the next one can, and something more:
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Who can do what?
| Action | Owner | Admin | Worker | Read-only |
|---|---|---|---|---|
| View orders, customers, production | ✅ | ✅ | ✅ | ✅ |
| Create and edit orders | ✅ | ✅ | ✅ | ❌ |
| Create, edit and accept quotes | ✅ | ✅ | ✅ | ❌ |
| Manage the catalogue | ✅ | ✅ | ✅ | ❌ |
| Manage customers | ✅ | ✅ | ✅ | ❌ |
| Manage inventory and tags | ✅ | ✅ | ✅ | ❌ |
| View finances | ✅ | ✅ | ✅ | ✅ |
| View invoices and download their PDF | ✅ | ✅ | ✅ | ✅ |
| Create, issue, correct, send and mark invoices as paid | ✅ | ✅ | ✅ | ❌ |
| Turn invoicing on or off | ✅ | ❌ | ❌ | ❌ |
| View printers and their history | ✅ | ✅ | ✅ | ✅ |
| Refresh a printer's status | ✅ | ✅ | ✅ | ❌ |
| Pause, resume or cancel a print | ✅ | ✅ | ✅ | ❌ |
| Publish products to a marketplace and import listings | ✅ | ✅ | ✅ | ❌ |
| Connect/disconnect a printer account, and enable or disable printers | ✅ | ✅ | ❌ | ❌ |
| Configure the workshop (branding, carriers, integrations) | ✅ | ✅ | ❌ | ❌ |
| Invite and manage users | ✅ | ✅ | ❌ | ❌ |
| Create API tokens | ✅ | ✅ | ❌ | ❌ |
| Bring in your data with the migration tool | ✅ | ✅ | ❌ | ❌ |
About printers
With printers there are three levels: everyone sees them and can take a photo (Read-only included), the Worker can also refresh them and pause, resume or cancel their prints, and only Owner/Admin connect the manufacturer's account or decide which printers are active. The Printers screen isn't restricted by role.
About invoicing
Turning on invoicing is up to the Owner alone: it means authorising BolloPrint to issue invoices on the workshop's behalf, and that's why not even an Admin can do it (the same goes for turning it off). Once it's on, day-to-day invoices —creating them from an order, issuing them, correcting them, sending them and marking them as paid— can be handled by anyone who can edit orders. More in Setting up invoicing and Invoices.
About the subscription
The subscription isn't managed from the workshop. It's managed from My account on bolloprint.com, with the owner's account. Inside the workshop there's no checkout and no payment portal: if there's a failed payment, every role sees the same notice with a link to My account.
There can only be one Owner role per workshop, and it can't be transferred from the application. If the owner needs to change, you have to contact support.
Which role is right for each person?
- Owner: the business owner or the person ultimately responsible for the workshop. They're the one who manages the subscription from My account.
- Admin: a trusted manager who needs to configure the workshop.
- Worker: the workshop staff who handle day-to-day operations (orders, production, customers, inventory).
- Read-only: a frequent customer, investor, or someone external who only needs to view.
Some sections also depend on the plan you've subscribed to, not just on the role. Brand (logo and colours), the AI features and the migration tool are available from the Pro plan, customer invoicing on the Pro, Max and Business plans, and the API on the Max and Business plans, however much of an Owner you are. Invoicing also depends on your workshop's country: if it isn't available there yet, it doesn't appear. On top of that, each plan has a cap on users, active printers, storage and marketplaces connected at the same time. Printers and Finance are on every plan, except Finance's Sales and Taxes tabs, which are on the paid plans. You see and change your plan in My account: Subscription and billing.
How do I change someone's role?
Go to Settings → Workshop → Users, find the person in the list, open the three-dot menu on their row and choose "Change role". In the window that opens, choose the new role and click "Save". The change takes effect immediately. The Owner's role can't be changed.