Setting up a sales rep account involves two steps: (1) creating a custom role with the right level of access, and (2) creating the user account and assigning that role. You must have Admin or Super Admin access to complete these steps.
Step 1 – Create (or verify) a Sales-based Role
Luminous uses roles to control what each user can see and do. Every role inherits a set of default permissions from a Base Role. For sales reps who need limited access, the Sales base role is the recommended starting point — it provides narrower defaults than Admin or Super Admin.
- Go to Manage → Staff.
- Click the ⋮ (more actions) button in the top-right corner of the page.
- Select Manage Roles.
- On the Roles page, click Create Role (top-right).
- Fill in the form:
- Base Role — select Sales. This sets the default permission set your new role will inherit.
- Name — give the role a meaningful name, e.g. Sales Rep or Outside Sales.
- Permissions — optionally add or remove specific permissions here to fine-tune access beyond what the Sales base role provides by default.
- Click Submit to save the new role.
Tip – Reviewing permissions in detail: After saving, you can open the role from the left-hand rail on the Roles page to see a full permissions matrix. Permissions are grouped by feature area. A ✓ next to a permission means it is on; a — means it is off. Inherited defaults are shown in a lighter style; any explicit overrides you have added are highlighted differently. Use the search bar to quickly find a specific permission.
If you already have a suitable Sales role, skip to Step 2.
Step 2 – Create the User Account
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Go to Manage → Staff.
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Click + Add New in the top-right corner.
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Fill in the required details:
Field Notes First Name Required Last Name Required Mobile Optional Phone Optional Login Email The address the rep will use to log in Password Set an initial password (the rep can change it later) User Role Select the Sales role you created in Step 1 -
Click Save.
The new account is created immediately. The rep can log in with the email and password you provided.
Editing or Resetting a User Later
- To change a rep's role or update their details, find them in the Staff list and click the ⋮ menu on their row → Edit.
- To reset their password, use the ⋮ menu → Reset Password.
- To remove the account, use the ⋮ menu → Delete.
Understanding the Base Roles
| Base Role | Typical use |
|---|---|
| Super Admin | Full system access; platform owners only |
| Admin | Broad operational access |
| Factory Admin | Access to sourcing/manufacturing workflows |
| Sales | Recommended starting point for sales reps — limited to sales-relevant features |
| Staff | Narrowest default access |
Custom roles always inherit the defaults of their chosen Base Role and can be further adjusted per-permission at any time from Manage Roles.