Team & roles

Every shop can have as many colleagues as you like. What each of them may do is decided by one role plus one extra permission — sending content to your live shop.

When you create a shop you become its Owner, and you are the only member until you invite someone. Roles exist per shop: the same person can be Owner of one shop and Auditor of another. Nothing you set here has any effect inside your Shopware store — these are permissions for this platform only.

The four roles

Owner

Full control. Only an Owner can manage the shop connection (the access data for your Shopware store), make somebody else an Owner, or change another Owner’s settings. A shop always keeps at least one Owner.

Manager

Runs the day-to-day work and the team: generation jobs, templates, the shop configuration, approvals, members and the credit balance. A Manager cannot touch the connection settings and cannot promote anyone to Owner.

Editor

Produces content. An Editor can sync the catalog, create templates, start and stop generation jobs, regenerate items and ask for approval — but sees no credit figures, no configuration, no connection and no member list, and cannot approve anything.

Auditor

Read-only. An Auditor can look at the shop, the products, the jobs and the generated results, and nothing more. An Auditor can never send content to your shop, not even if someone tries to grant it.

The separate “May push content to the shop” permission

Writing into your live shop is the one action that changes real customer-facing data, so it is not part of the role. It is a separate switch on each member, shown in the Can push column of the Members table.

• Owners, Managers and Editors can hold it. It is granted explicitly — nobody gets it automatically except the person who created the shop.
• Auditors can never hold it. Their row reads Never — Auditors cannot send content to the shop.
• If someone is demoted to Auditor, the permission is cleared.
• You cannot give it to yourself. Trying it shows “You cannot give yourself permission to push content. Ask an Owner of this shop to do it for you.”
• Only an Owner may change another Owner’s push permission.

Members without this permission simply do not see the Send to my shop… button on a job — see Sending content to your shop.

What each role can do

Pages a role cannot use are not greyed out — they are simply absent from the sidebar. An Editor who is looking for Credits is not missing a setting; the entry does not exist for that role. See the quick reference in the FAQ.

The Members page

In the left sidebar of a shop, open Settings › Members. Only Owners and Managers see this entry.

The page has three parts: the table of current members at the top, the Invite a member card at the bottom left, and Pending invitations at the bottom right.

Inviting a colleague

1. Open Settings › Members.
2. In the Invite a member card, type the colleague’s email address.
3. Pick the Role. As a Manager you can pick Manager, Editor or Auditor; only an Owner also sees Owner in the list.
4. Tick May push content to the shop if that person should be allowed to write into your live shop. Leave it off for Auditors — it is never applied to them.
5. Press Send invitation. You get the confirmation “Invitation sent to …”.

The invitation is bound to that exact email address. It can only be accepted by somebody signed in with that address, which is what stops a forwarded link from giving access to the wrong person.

Pending invitations

Everything you have sent but nobody has accepted yet is listed under Pending invitations, with the role, a can push note where applicable, and the line expires ….

• An invitation is valid for 7 days. After that it shows an expired badge and no longer works — send a new one.
• Press Cancel next to an invitation to withdraw it. The link stops working immediately.
• To change a role or the push permission before someone accepts, cancel the invitation and send a new one.

Changing a role

In the members table, open the dropdown in the Role column and pick another role. There is no Save button — the change is applied the moment you pick it, and you get a confirmation such as “… is now Manager.”

Four guard rails apply:

• You cannot change your own role. Your own row shows your role as a plain badge with the note “An Owner of this shop has to change your role.” and a you marker.
• Only an Owner can promote somebody to Owner, and only an Owner can change another Owner’s role. As a Manager you will not even see Owner in the dropdown.
• The last Owner cannot be changed or removed. If you want to hand a shop over, first make the other person an Owner, then have them change or remove you.
• Demoting somebody to Auditor removes their push permission automatically.

Turning push permission on or off

The Can push column shows a Yes or No badge. Click it to flip it — again, there is no separate Save step. Auditors show the fixed text Never — Auditors cannot send content to the shop instead of a button.

Removing a member

Press Remove at the end of the row and confirm “Remove … from this shop?”. The person loses access to this shop immediately; their account and their other shops are untouched, and the content they generated stays exactly where it is.

Accepting an invitation

This is what your colleague experiences.

1. They receive an email with the subject “You have been invited to ‘your shop’”, naming who invited them, the role, and whether they may publish content. It states how long the invitation is valid.
2. They click View and accept the invitation. That opens a page headed You’ve been invited which repeats who invited whom, to which shop and as what role.
3. What happens next depends on their situation:
   • Not signed in: the page says “Sign in or create an account with … to accept this invitation.” and offers Sign in and Create account. They must use the invited address. (If self-registration is switched off on your platform, only Sign in is offered.)
   • Signed in with the wrong account: a warning appears — “You are signed in as …, but this invitation was sent to ….” They press Sign out, sign in with the invited address, and open the link again.
   • Signed in with the right account: a single button, Accept invitation.
4. After accepting they see “Welcome to ‘your shop’ — you joined as …” and land directly on the shop overview.

If they wait too long the page says This invitation has expired. together with who to ask for a new one. An invitation that has already been used says so too — it cannot be reused.

Setting the team up sensibly

A pattern that works for most shops:

• One or two Owners — the people who own the Shopware store and its access data.
• The person responsible for the content budget as Manager, with push permission. They approve and they see what everything costs.
• Copywriters and agencies as Editors, without push permission. They generate and ask for approval; a Manager decides and publishes.
• Anyone who only needs to look — a client, a colleague from another department — as Auditor.

If you want that hand-over to be enforced rather than agreed, switch on Require approval before push in Settings › Configuration. Then unapproved items are skipped even by someone who does have push permission. Read Review & approval next.