Roles & permissions

Owner, Admin, Manager, Employee, and External Contact, and what each can do.

Updated August 5, 2026

A corporate account is built around a small group of users who share the dashboard. Each one carries a role that decides what they can see and do. This page covers the five role labels, where roles are assigned, the two ways to add a user, and what the difference looks like in practice.

The role system documented here is corporate-only. Internal Mojo Gift staff (SUPER_ADMIN, HR_ADMIN, MOJO_GIFT_STAFF) sign in to a separate admin portal and never appear inside your corporate sidebar.

Where roles live

Roles are managed under Settings > Users & Permissions, the last tab on the Settings page.

Settings page on the Users & Permissions tab. Header reads Account Settings then Settings, with subtitle Manage your corporate account settings and preferences. Tab row shows Account Info, Security, Preferences, Linked Accounts, Users & Permissions (active). Below the tabs, a panel titled User Permissions with subtitle Manage employee roles and dashboard access for active users and pending invites, an Add Team Member button on the right, a search input, an All Status dropdown, an All Roles dropdown, and an empty state reading No users found, No users available. — Users & Permissions is one of five Settings tabs. Everything role-related lives here.

The tab has three sections from top to bottom:

Header row with the panel title and the Add Team Member button.
Filters (search, status, role) for finding a specific user when the list is long.
The user list itself, showing every active user and every pending invite.

The status filter offers: Active, Pending, Expired, Revoked. The role filter offers all five roles plus All Roles.

The five roles

Role	Description on the role picker
Owner	Implicit role for the user who registered the company. Carries every permission the platform exposes, including operations that other admins cannot perform. Cannot be assigned through the Add Team Member dialog.
Admin	Full access except owner-only features.
Manager	Access to employees, orders, and reports.
Employee	Access to personal gift cards only.
External Contact	Limited access, personal gift cards only.

The role picker exposes Admin, Manager, Employee, and External Contact when you invite a user. Owner stays with whoever registered the account.

The selected role assigns a default set of dashboard permissions. After the user accepts the invitation and creates their account, you can fine-tune which features they can see from this same Users & Permissions page. The role acts as a starting point, not a hard limit.

Adding a team member

The Add Team Member button opens a dialog with two tabs. The tabs are not different roles, just different ways to identify the person you're inviting.

Tab 1: From Directory

Use this tab when the person already exists in your Employees directory but does not yet have a dashboard account.

Add Team Member dialog open on the From Directory tab. Subtitle reads Add a new team member and grant them dashboard access. They will receive an invitation to set up their account. Tab row shows From Directory (active, gradient highlighted) and Manual Entry. Select Employee field with the helper Choose an employee from your directory who doesn't have an account yet and a search input labelled Search employees. Below, a Role section with helper Assigns default permissions. You can customize permissions after they accept the invite, and four role cards: Admin, Manager, Employee (currently selected, gradient highlight), External Contact. Below the role grid is an info card titled About Permissions explaining that the role assigns default permissions and can be customized later. — From Directory pulls the employee out of your existing list. The role grid is the same on both tabs.

The form on this tab is short:

Field	Notes
Select Employee	Search the directory for an existing record. The dropdown only lists employees who do not already have an account.
Role	Pick one of Admin, Manager, Employee, or External Contact. Employee is selected by default.
Send invitation email	Toggle. When on, the user receives an email with a link to create a password and finish the account.

Tab 2: Manual Entry

Use this tab when the person is not in the employee directory, for example a part-time agency contact or a temporary collaborator.

Add Team Member dialog open on the Manual Entry tab. Tab row shows From Directory and Manual Entry (active, gradient highlighted). Email Address (required) field with helper Enter email for someone not in your employee directory and placeholder user@example.com. First Name (Optional) and Last Name (Optional) fields side by side with placeholders John and Doe. Below, the same four role cards as the From Directory tab: Admin, Manager, Employee (currently selected), External Contact. Below the role grid, Department (Optional) and Position (Optional) fields are starting to appear at the bottom of the dialog. — Manual Entry collects the same role choice plus a few profile fields the directory would normally have provided.

This tab adds:

Field	Required	Notes
Email Address	Yes	The address the invitation is sent to.
First Name	No
Last Name	No
Role	Yes	Same four-role grid as the From Directory tab.
Department	No
Position	No
Send invitation email	No	Toggle, default on.

Manual Entry does not create a record in the Employees directory. If you want this person to live in both places, add them to Employees first and then come back here and use From Directory.

What each role can do

The role picker only spells the difference out at a high level. The full breakdown:

Capability	Owner	Admin	Manager	Employee	External Contact
Place bulk orders	Yes	Yes	Yes	No	No
Approve orders	Yes	Yes	No	No	No
Manage the employee directory	Yes	Yes	Yes	No	No
Manage programs	Yes	Yes	No	No	No
Configure branding	Yes	Yes	No	No	No
View reports	Yes	Yes	Yes	No	No
Invite or remove other users	Yes	Yes	No	No	No
Change account-level settings	Yes	Yes	No	No	No
Owner-only operations (e.g., deleting the account)	Yes	No	No	No	No
Receive personal gift cards	Yes	Yes	Yes	Yes	Yes
See their own personal gift cards	Yes	Yes	Yes	Yes	Yes

The split that matters most day-to-day:

Owner and Admin are functionally interchangeable for everything except the handful of destructive, account-wide operations reserved for the Owner.
Manager is the right fit for someone who runs the program but should not be inviting other users or touching billing.
Employee and External Contact are recipients with a login. They cannot place orders, manage the directory, or approve anything. The difference between the two is durability: Employee is a permanent team member, External Contact is a temporary collaborator.

Invite states

A user the dialog has invited but who has not yet finished signing up shows up in the list with a status. The status filter at the top of the page narrows by these:

Status	What it means
Active	The invitation was accepted and the user has signed in at least once.
Pending	The invitation has been sent but not yet accepted.
Expired	The invitation link timed out before the user clicked it. Re-send to extend.
Revoked	The invitation was cancelled before the user accepted. They can no longer use the link.

Active users count toward the user limit on your account. Pending invites do not.

Changing or removing a role

Open the user from the list to expose role and permission controls. You can:

Change the role label (from Manager to Admin, for example).
Toggle individual permissions inside the role's default set.
Revoke the user, which closes their dashboard access without deleting the user record.

Changes save immediately and do not require the user to sign out and back in.

Order approvals at a glance

The role split matters most at order time. The base rule across roles:

Order type	Owner	Admin	Manager	Employee	External Contact
Standard order on a non-priority account	Yes	Yes	No	No	No
Standard order on a priority account	Yes	Yes	No	No	No
Any order	Always	Always	Never	Never	Never

Priority status is set at the account level, not the user level. See Priority accounts for the full routing rules and how Mojo Gift staff fit in.

What's next

Placing an order walks through the bulk order flow that an Owner, Admin, or Manager will use most days.
Approvals covers the review queue that Owners and Admins work from.
Managing employees is where you build the directory that the From Directory tab pulls from.