Team members and roles

Toki lets your whole team work in the app with the right level of access. Invite teammates by email, give each one a role, and create your own roles that decide which areas a teammate can view and which they can change. You manage all of this on the Team tab.

Open the Team tab

1. In the Toki app, open Settings.
2. Click the Team tab.

The tab has three cards: Invite Member, the list of your current members, and Manage Roles.

Invite a teammate

1. Under Invite Member, enter the teammate's First name, Last name, and Email.
2. Under Role, pick the role they should have. Every invite needs a role.
3. Click Send Invite. Toki confirms with Invite sent and sends an invite to that email address.

The teammate gets the role you picked in the invite. You can change it at any time from the members list.

The teammate receives an email with the subject Login to your merchant account and a sign-in link. The link works for 2 days. If it expires, click Invite next to their name in the members list to send a fresh one. If the email you invited matches their staff account in your Shopify admin, they can also open the Toki app from there and keep the role you picked.

Manage members

The members list shows each teammate's Email, Name, who they were Invited By, and their Role. The Action column has three controls:

If a member shows No role, click Edit and assign one.

Removing a member takes away their access to your Toki app. Everything they created or changed stays in place, and community messages they posted keep their name. A teammate who still has staff access to your Shopify admin can open the Toki app from there again and comes back with the default role, so to remove someone for good, remove their staff access in Shopify as well. To change your own role or remove yourself, ask a teammate who can manage the team.

Roles and permissions

A role is a set of permissions. Each permission covers one area of the Toki app and comes in two kinds:

• Read lets the teammate view that area.
• Write lets the teammate make changes in that area.

Read and Write are separate. To let a teammate change an area, give the role both its Read and its Write permission.

A role can also have Full access. A teammate with a full-access role can use every area of Toki, with no need to pick individual permissions.

Toki comes with a ready-made Admin role that has full access, and it stays as it is. When you need a different mix of permissions, create your own role: roles you create can be edited and deleted whenever you like.

Permissions you can assign

Create a custom role

1. In the Manage Roles card, scroll to Add New Role.
2. Enter a Role Label, such as "Support agent". A name is required.
3. To give the role every permission, check Full access. Otherwise, leave it unchecked and type in Search permissions to filter the list, then click each permission the role needs. Selected permissions appear as tags; click the x on a tag to remove it.
4. Click Add Role. Toki confirms with Role added, and the role appears under Existing Roles, ready to assign.

Edit or delete a custom role

Under Existing Roles, each role shows its name and either Full access or how many permissions it has. Roles you created show a pencil icon.

1. Click the pencil icon to open the role for editing.
2. Change the label, check or uncheck Full access, or add and remove permissions.
3. Click the save icon to keep your changes, or the trash icon to delete the role. Toki confirms a deletion with Role deleted.

The role currently set as the default stays in place. To delete it, pick another default role first. A role that still has members stays in place too: move those members to another role with Edit in the members list, then delete it.

Set the default role

New members who log in through Shopify get the role chosen under Default role for new members, at the top of the Manage Roles card. Pick a role from the dropdown and Toki saves it right away, confirming with Default role changed. Until you pick a different one, new members get the Admin role.

A good default is a role with read-only permissions. You can then give individual teammates more access with Edit in the members list.

Related

• Account and merchant settings
• Cart validation rules