This article walks through how to manage staff and user access in Luminous — adding new users, editing existing accounts, and configuring roles and permissions to control what each user can see and do. It also covers a common permissions-related issue: users unable to view Unit Price and Total Price during Purchase Order creation, and how to fix it via role permissions.

Step 1: Access the Staff Management Section

  1. Navigate to the Manage tab in Luminous.
  2. Select Staff to view all existing users with access to Luminous.

Step 2: Add a New User

  1. Click Add New in the top-right corner.
  2. Fill in the required details:
    • First Name
    • Last Name
    • Login Email
    • Password
  3. Assign a User Role to define their access and permissions (details on roles in Step 4).
  4. Optional Notifications:
    • Receive Purchase Order Notifications: Notifies the user when a purchase order (PO) is created in Luminous.
    • Receive B2B Purchase Orders Notifications: Alerts the user when a B2B portal order is received.
  5. Click Save to create the user account.

Step 3: Edit an Existing User

  1. Locate the user in the staff list.
  2. Click to edit their details:
    • Change their assigned role.
    • Reset their password if needed.
  3. Save changes.

Step 4: Manage Roles and Permissions

Roles in Luminous control what actions users can perform.

Edit Existing Roles

  1. Click the three dots (⋮) in the top-right corner of the Staff page.
  2. Select Manage Roles.
  3. Choose an existing role to:
    • Rename the role.
    • Modify permissions to tailor access.
  4. Save changes.

Create a New Role

  1. Click Create Role in the roles and permissions section.
  2. Choose a Base Role to inherit default permissions.
  3. Provide a new name for the role.
  4. Customize the permissions for the new role as needed.
  5. Save the new role.

Troubleshooting: Unit Price / Total Price Not Visible During PO Creation

If a user can't see the Unit Price and Total Price fields while creating a Purchase Order on screen — but the values do appear correctly on the exported PDF — this is caused by a role permission setting, not a bug in the PO template or an issue with that user's individual profile.

To resolve:

  1. Click the three dots (⋮) in the top-right corner of the Staff page.
  2. Select Manage Roles.
  3. Select the affected role (e.g., Admin) in the Roles list.
  4. Click the permission that controls Unit Price / Total Price visibility during PO creation to toggle it on (a Save / Revert option appears once you've made changes).

Screenshot 2026-07-08 at 3.23.01 am.png

  1. Save changes.
  2. Have the affected user refresh or re-open the PO creation screen to confirm the fields now display.

Key Features of Staff Management

  • User Notifications: Assign users to receive important updates, such as PO creation or B2B order alerts.
  • Flexible Permissions: Adjust or create roles to match your team’s responsibilities.
  • Easy Account Management: Quickly add or update user information, including password resets.

Managing staff and users effectively ensures your team has the appropriate tools and information to keep operations running smoothly.