Here’s a quick guide to common terms and roles you’ll see throughout SampleHQ.

Workspace
Your company’s dedicated environment (account) in SampleHQ, where all samples, orders, and users are managed. Each company has its own workspace, and all activities and data belong to it.

Owner
The person who created the workspace. The Owner has full control over everything, including all settings, billing, integrations, and users. Only one Owner can exist per workspace and they cannot be changed.

Manager
A user who helps oversee the workspace. Managers can view and manage all samples and orders, edit settings, and invite new users. They cannot access billing or ownership controls.

Sales
A user who creates and manages sample orders for customers. Sales users can create orders, track their progress, and receive notifications about status updates.

Fulfillment
A user responsible for preparing, packing, and shipping samples. Fulfillment users update order statuses (Processing, Shipped, Delivered), add tracking details, and ensure accurate delivery tracking.

Sample
A physical product or material that your team sends to customers for testing, presentation, or evaluation. Each sample in SampleHQ can include details like material, finish, dimensions, supplier, and product photos.

Custom Field
A data field you can create to capture information specific to your samples, such as material type, color, MOQ, or supplier. Custom fields make your sample library flexible and fully tailored to your workflow.

Order
A request for one or more samples to be sent to a specific customer. Orders move through several statuses (New, Processing, Shipped, Delivered, or Cancelled), so everyone can track progress in real time.