Staff & Limits
Your team's logins and the limits on what each person may do.
Why and when you use it
Not everyone should be able to give discounts, cancel invoices or see profit. Staff & Limits shows each person's login and role and lets you set limits that match their job. The owner sets it up when someone joins or changes job. Office users and field users are counted separately against your plan, so it also helps you stay within your plan.
Before you start
- The person must already have a login in your business
- Decide what the person should and should not be allowed to do
Step by step
- Open Staff & LimitsOpen Staff & Limits from the Stockivio ERP menu. Each row shows the Person, Email and Role.
- Read what each role can doUse What each role can do to see the standard permissions of each role before you choose.
- Set or check the roleMake sure the person has the right role. Roles can also be changed in Team, using Change Role and Update.
- Start from suggested defaultsClick Fill in the suggested defaults to load sensible limits for that role.
- Adjust the limitsChange any limit that does not fit this person, for example a lower limit for a new cashier.
- Save limitsClick Save limits on that row. Always save limits again after changing a person's role.
- Watch your plan countOffice and field users are counted separately. Check Plan & Usage if you cannot add more people.
Worked example
Sharma Traders hires Neha as an office billing clerk on 12 Nov 2026. Salesmen Ravi and Imran already have field logins. The owner wants Neha to bill but not to give big discounts.
- Open Staff & Limits and find Neha's row with her email.
- Check What each role can do, and confirm her role is the office billing role.
- Click Fill in the suggested defaults for her row.
- Lower the discount-related limit the owner is comfortable with, then click Save limits.
- Check that Ravi and Imran are counted as field users and Neha as an office user.
Result: Neha can raise invoices within her limits. Anything beyond them needs the owner's approval, which can be routed through Workflow Rules and the Approval Queue.
💡 Tips
- Give each person their own login; never share one login among staff.
- Review the list when someone leaves and remove or downgrade their access the same day.
- Start with suggested defaults and only change what you need.
⚠️ Common mistakes
- Changing a role in Team and forgetting to press Save limits here, so old limits stay.
- Giving everyone the administrator role to avoid questions, which removes all control.
Questions
Why can I not add another salesman login?
Field users are counted against your plan's limit separately from office users. Check Plan & Usage.
🎬 Video walkthrough (script — recording coming soon)
- Scene 1: Open Staff & Limits and show Person, Email and Role.
- Scene 2: Open What each role can do.
- Scene 3: Click Fill in the suggested defaults.
- Scene 4: Lower one limit and click Save limits.
- Scene 5: Explain office vs field user counts.