User Management
Accessing Toolio
By default, users within your organization can access Toolio Read-Only with their Single Sign-On credentials. If desired, you can restrict access to only invited users, under Organization Settings and checking the box to Restrict Access to Toolio.
If Restrict Access to Toolio is checked, only invited users will be able to access Toolio. To learn how to invite users, please see the steps below.
User Invites
From the Users page in Settings, click on the Invite button. You will be directed to the Invitations page, where you can see all Invited Users. Once a user logs in they will no longer show on the Invitations page and they will display on the Users page.
To add a new user, click on Invite New Users. Enter the user's email and desired role. The user will now be able to access Toolio with that email address and the granted access level. Once you invite, the invitee will be receiving an email with the appropriate instructions to sign-in.
Suspending Users
If you want to revoke access from a user, admins can Suspend Users. To do so, go to Settings > Users, right click on the user's name, and click Suspend. Please see example below.
User Roles
Assigning User Roles & Permissions
User roles in Toolio are now defined as a combination of role name and permissions across various modules. This allows for more granular control of access and actions within the platform.
Accessing User Roles
Only users with Admin privileges can access and manage user roles. To assign or modify roles:
Navigate to Organization Settings → Users & Roles from the Settings page.
Admins can update roles and their associated permissions for other users.
If no one on your team has Admin access, please contact your Customer Success Manager, and we will designate an Admin for your organization.
Permissions
Toolio supports two types of user permission structures:
1. Legacy Permissions
These are predefined role types that grant platform-wide access levels:
Admin
Full access to all modules and settings.
Can manage user roles and permissions for others.
Cannot change their own role.
Editor
Full access to planning modules.
View-only access to settings.
Cannot manage user roles.
Reader
View access to all reports and modules.
Cannot save changes or edit data.
Important: Legacy permissions may still be active for teams that haven’t transitioned to the new permissions system.
2. New Permissions: Module-Specific Permissions
The new permissions model provides granular control per module, with each permission set as either:
READ: View-only access for that module.
EDIT: Full access to create, modify, and delete content within the module.
These module-specific permissions are managed exclusively through the Users & Roles menu under Organization Settings. Only Admin users can access and update these permissions.
Available Modules & Permissions:
Module | READ Permission | EDIT Permission |
Allocation | View allocation plans and history | Create, modify, and delete allocation plans |
AP (Assortment Plan) | View assortment plans | Create & edit assortment plans |
Dashboard | View dashboards and analytics | Build & customize dashboards |
Settings | View organizational configuration and options | Edit platform settings (modules, intelligence, etc.) |
MFP (Merchandise Financial Plan) | View financial plans and metrics | Build, edit, and manage MFP versions |
IP (Item Plan) | View item plans and metrics | Edit item-level plans, build a pre-season plan, and track in-season performance at the item level |
Master Data | View core data (products, locations, etc.) | Edit and manage master data records |
FAQ
No one on my team can access the Users page. How do we get access?
If no one on you team can see this page, please reach out to your Customer Success team and we will assign an Admin.
What’s the difference between Legacy and New Permissions?
Legacy Permissions (Admin, Editor, Reader) are fixed roles with predefined platform-wide access levels. New Permissions allow for module-specific control, letting Admins define exactly which modules a user can view (READ) or edit (EDIT).
Can I have both Legacy and Module-Based Permissions assigned?
As of now, both systems may coexist temporarily. However, the platform is transitioning toward module-specific permissions as the standard. If you're unsure which system your organization uses, check the Users & Roles section under Organization Settings.
Can module permissions be customized per user?
Yes. With the new permission structure, you can grant READ or EDIT access to individual modules for each user, offering flexibility based on team roles and responsibilities.
Related Articles