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This is the administrator’s reference for managing the people on your GarmentFlow workspace — the roles available, how to invite a user, how to manage existing accounts, and how to keep sign-in secure.

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Roles

GarmentFlow has two roles.
  • Administrator. Full access to the workspace. An administrator reaches Settings (company profile, branding, master catalogs, and feature configuration), the Data Import tool, user management, and every operational module — including Finance. Administrators set up and run the workspace.
  • Standard user. Access to the day-to-day operational modules — Styles, Quotations, Orders, Samples & fitting, Production, and Shipments — where merchandisers, sales staff, and coordinators do their work. A standard user can’t reach Settings or Data Import.
Which modules a standard user sees can also depend on your workspace’s sidebar configuration. An administrator can hide top-level items a team doesn’t use, so Finance and other modules may or may not appear in a given workspace’s navigation. See setting up your tenant for how the sidebar is configured.

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Inviting a user

To add someone to your workspace:
  1. Open Settings → Users.
  2. Choose “Invite user” and enter the person’s email address, name, and role.
  3. They receive an email invitation. Following the link, they set their own password and sign in.
You never set a password for a new user — they create their own through the invitation link, so no one else knows it. If the invitation doesn’t arrive. Ask the invitee to check their spam or junk folder first. If it’s still missing, re-send the invitation from the Users list.

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Managing existing users

From the Users list you manage everyone already on the workspace:
  • Change a role. Promote a standard user to administrator, or step an administrator back down, as responsibilities change.
  • Deactivate a user. When someone leaves the team, deactivate their account. A deactivated user can no longer sign in, but their history stays intact — the quotations they wrote, the orders they confirmed, and every other record they touched remain for audit. Deactivating is the right action when someone leaves; records are never deleted along with the person.

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Securing sign-in

GarmentFlow supports standard email-and-password sign-in, and adds two stronger options on top:
  • Two-factor authentication (2FA). After entering their password, the user confirms a one-time code from an authenticator app. Even if a password leaks, the account stays protected.
  • Passkeys. A passkey lets a user sign in with their device’s own biometric or PIN — there’s no password to phish or reuse.
From the Users list, an administrator can see which users have 2FA enabled. We recommend 2FA for everyone, and treat it as mandatory for administrators: an admin account reaches Settings and Finance, so it’s the one most worth protecting.

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A note on the Data Import permission

The Data Import tool is currently administrator-only. If you need someone to run a bulk import, they need an administrator role for now. A future release will let you assign the Data Import permission to specific users without granting full administrator access.