Can I hide cost prices from my sales team in Zigaflow?

Yes. Under Cog, Team Settings, edit a role or create one (the built-in Admin and User roles are read-only) and adjust the settings that hide prices and costs and prevent adding one-off items. Assign the role to the users concerned; they log out and back in to see the change. The same role editor lets you restrict who can view internal attachments, so a costed quote attached to a job is not visible to that role either.

Can I stop users exporting data from Zigaflow?

Yes. In Team Settings, Manage Roles, edit a role and untick Export on each module you do not want that role exporting from. Export control is per module, so a role might export delivery notes but not the customer list. Assign the role and the user picks it up at their next login.

Does Zigaflow have two-factor authentication?

Yes. Users log in with multi-factor authentication and are prompted to set it up when they first log in or after their login email is changed. If someone cannot get their code, an admin user can temporarily disable two-factor authentication for them from their profile in Manage Team Members, confirming with the admin's own password, and the user sets it up again on their next login. Only admins can do this.

Can I restrict which modules a user can open?

Yes, in two layers. Assign Modules in Team Settings gives a user access to a module at all. The user's role then sets what they can do inside it: the whole module or specific functions, delete rights, export rights, reporting access and approval limits. A user who cannot see a module after being assigned should check both their assignment and their role, and log out and back in.

What is the difference between the Admin and User roles and a custom role?

Admin and User are system roles and cannot be edited. Admins can manage team members, approve quotes and purchase orders over limits, disable MFA and move records out of final statuses. Custom roles are where the detail lives: module and function access, hidden prices and costs, export and internal attachment restrictions, bulk action rights and approval limits. Most teams create a handful, such as Junior Sales, Production and Accounts.

How do I remove a leaver's access immediately?

Two steps. Archive the user in Team Settings, which frees their license and stops them logging in again; you can keep them in dropdowns for reporting. Then, because an existing session is not rechecked until they log out, click Revoke against their name in Manage Team Members to log them out on their next page load. If no Revoke button shows, they are not logged in. Archived users can be restored later, without their previous module access.

Can non-admin users perform bulk actions?

Yes. Since September 2025 bulk actions, previously admin-only, can be granted to other roles under Cog, Team Settings, Manage Roles, limited to the actions each role needs. Since August 2026 a status can be marked Is Final so that only an admin can move a record out of it, which protects completed orders from bulk or individual changes by other roles.

Operations

Who sees what: roles, permissions and MFA

Every user has a role, and the role decides which modules they open, whether they see prices and costs, whether they can export, and how much they can quote or spend before an approver is needed.

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Quotations

Northgate Cycles · QT-0851

SearchDM

ApprovedReady to send · discount 12%

DownloadSend quotation

Approved by Dana, 09:52

“Fine for a first order at this volume. Hold 12% for the repeat.”

Requested 09:31

Line itemsDiscount 12% applied

ItemQtyListSellMargin

Cycling jersey, sublimated, club design12032.0028.1631%

Water bottle, one-colour print3002.402.1128%

Sticker sheet, die-cut5000.450.4034%

Net value

4,212

After discount

Discount

12%

Role limit 5%

Margin

30.4%

Above 28% floor

Approval

Approved

Dana, 09:52

Approval requested09:31

From Marcus · to Dana

Hi Dana, QT-0851 for Northgate Cycles carries a 12% discount, over the 5% limit for Junior Sales. Net value 4,212, margin 30.4%. Could you review it?

Open QT-0851 in Zigaflow

Until approved, the quotation cannot be sent or downloaded

RulesRole: Junior Sales

Discount %5%

Discount value250

Total net value10,000

Purchase ordersSpend limits

PO-0918 · 3,140Approved

PO-0917 · 1,220Under limit

Sales can see the cost of everything

Before

Your margin is your business.

With Zigaflow

Create a role in Team Settings, tick the option to hide prices and costs, and assign it. Users with that role cannot see costs or prices and cannot add one-off items.

Everyone sees everything or nothing

Before

The old system had two settings: admin and not. So production staff could see invoices, or could not see the job.

With Zigaflow

Roles set control for a whole module or for specific functions within it, and users are given access to modules individually with Assign Modules. Reporting access and delete rights are part of the role.

The leaver who can still log in

Before

A user left on Friday.

With Zigaflow

Archive the user to free their license and stop new logins, then click Revoke to log them out on their next page load.

What you get

Roles control access to whole modules or to specific functions within them
Hide prices and/or costs from a role, and stop it adding one-off items
Untick Export per module so a role cannot export data
Restrict internal attachments so a role cannot open documents such as costed quotes
Give non-admin roles only the bulk actions their job needs
Quotation and purchase order approval limits set per role
Multi-factor authentication on login; an admin can temporarily disable it for a locked-out user
Archive leavers to free the license, and revoke a live session immediately

How it works

Create a roleCog, Team Settings, Create New Role.
Set what the role can see and doTick hide prices and costs, untick Export on the modules to protect, restrict internal attachments, choose the bulk actions, and set the quotation and PO approval limits created under Internal Approvals.
Assign users and modulesEdit each team member and set their role, then use Assign Modules to give them the modules they work in.
Manage mfaIf a user cannot get their code, an admin opens their profile in Manage Team Members, chooses Disable Two Factor Authentication and confirms with the admin's own password.
Handle leaversArchive the account to free the license, tick to keep the leaver in reporting dropdowns if needed, and click Revoke against their name to end any live session.

How do roles and permissions work in Zigaflow?

Access in Zigaflow is decided by two things: the modules a user has been assigned, and the role they hold. Assign Modules, in Team Settings, gives a user the quotations, jobs, purchase orders, invoices, stock or other modules they work in. Their role then controls what they can do inside each one. A role can grant a whole module or only specific functions within it, decide whether the user sees prices and costs and can add one-off items, whether they can export data from each module, whether they can view internal attachments such as costed quotes, which bulk actions they can run, and which quotation and purchase order approval limits apply to them. The two system roles, Admin and User, cannot be edited; you create the roles your business needs, assign them, and users pick up changes when they next log in.

Authentication uses multi-factor authentication. Users set it up at first login and again after an admin changes their login email. If someone is locked out, an admin can temporarily disable two-factor authentication from the user's profile, confirming with the admin's own password, and the user re-enrols on their next login. Only admins can do this.

When someone leaves, archive their account to free the license and stop new logins, keeping them in reporting dropdowns if you want historical reports to still name them, and click Revoke to end any session that is still open. Archived users can be restored later and will need modules assigned again. Combined with approvals, which hold quotes and purchase orders over a role's limits until an approver signs them off, and final statuses only an admin can undo, roles let you widen who uses the system without widening who can see your margin or change a completed record.

Frequently asked

Works with Permissions and security

Features

Approvals Quotes Purchase Orders

Industries

Promotional Products & Branded Merchandise Office Furniture Construction & Trade

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