SampleHQ uses role-based permissions to make sure every user has the right level of access and control.
Each role comes with a predefined set of permissions that determine what users can view, create, and edit in the system.

Below is an overview of each role and what it can do.

Owner

The Owner is the main account holder, usually the person who created the SampleHQ workspace.

Key permissions

• Full access to all features and data
• Manage billing, subscriptions, and payment methods
• Invite, remove, or change roles for any user
• Customize company settings, integrations, and field configurations
• Access and modify all samples and orders

Only one Owner can exist per workspace, and ownership cannot be transferred.

Manager

The Manager role is designed for team leads or department heads who oversee users, samples, and orders.

Key permissions

• View and manage all samples and orders
• Edit custom fields for samples
• Bulk Import Users and Samples
• Invite and manage users (except the Owner)
• View team dashboards
• No access to billing or subscription settings

Managers have almost full control but cannot view or modify financial settings. There can be multiple Managers in one workspace and their role can be changed.

Sales

The Sales role is ideal for sales representatives or account managers who handle sample requests for customers.

Key permissions

• Create and manage their own sample orders
• View only the orders they created
• Browse the sample library
• Attach comments to orders.
• No access to user management, settings, or billing

Sales users focus on creating, sending, and tracking samples without administrative access.

Fulfillment

The Fulfillment role is for team members responsible for preparing, packing, and shipping samples.

Key permissions

• View orders assigned to them or their team
• Update order status such as Processing, Shipped, or Delivered
• Print order details and packing lists
• Add tracking numbers to orders
• Mark orders as fulfilled or completed
• No access to samples, users, or settings

Fulfillment users focus on logistics and keeping order progress up to date.

Permission Area	Owner	Manager	Sales	Fulfillment
View all samples and orders	✅	✅	🚫	🚫
Create or edit samples	✅	✅	🚫	🚫
Create or edit orders	✅	✅	✅	🚫
Manage users	✅	✅	🚫	🚫
Create custom fields for samples	✅	✅	🚫	🚫
Access billing and subscription	✅	🚫	🚫	🚫
Access integrations and settings	✅	🚫	🚫	🚫
Update order status	✅	✅	🚫	✅
Generate pack slips	✅	✅	🚫	✅