Step-by-Step Guide: Setting Up Roles and Sub-Users in BSS Commerce Magento 2 B2B Extension Package

In the complex world of B2B e-commerce, purchasing processes are rarely a one-person job. Unlike B2C transactions, where an individual makes a quick decision, B2B buying involves procurement officers, department managers, and financial controllers—each with different levels of authority.

If you are running a Magento 2 store using the BSS Commerce B2B Extension Package, you have a powerful tool at your disposal to mirror these corporate structures: the Company Account feature. This guide provides a comprehensive, 1800-word walkthrough on how to configure roles and sub-users to streamline your wholesale operations.

Prerequisites for Managing Magento 2 B2B Roles and Sub-Users

Managing a multi-tier organizational structure requires the right foundation. Before attempting to configure sub-users, ensure the following prerequisites are met:

1. Installation: The BSS Commerce Magento 2 B2B Extension Package must be fully installed and verified on your Magento 2 environment.
2. Functionality Check: Ensure the “Company Account” module (a core component of the B2B suite) is active. This module is what transforms a standard Magento customer into a “Company Admin.”
3. Account Creation: You must have at least one customer account designated as a Company Account. This can be achieved through manual admin creation or via a front-end registration form that has been approved by the store owner.

The core philosophy of this system is simple: One Company Admin, Multiple Sub-Users. The Admin holds the master key, while sub-users operate within the “sandbox” of permissions defined for them.

How to Enable the Company Account Feature in Magento 2 Admin

Before your customers can see any B2B management options on their dashboard, you must activate the feature from the Magento backend.

Step-by-Step Backend Configuration:

1. Log in to your Magento Admin Panel.
2. Navigate to Stores → Configuration.
3. In the left-hand sidebar, look for the BSS Commerce tab and select Company Account.
4. Enable the Feature: Set the “Enable” dropdown to Yes.
5. Configure Email Settings: This is a crucial step often overlooked. Under the “Email Configuration” section, select the templates for:
   • Sub-user registration/activation.
   • Password reset notifications.
   • Role change alerts.
6. Set Global Restrictions: Some versions of the BSS package allow you to set global defaults for sub-user limits.
7. Save & Refresh: Click “Save Config” and remember to flush your Magento cache (System → Cache Management) to ensure the changes reflect on the storefront.

Once enabled, the “Company Account” section will appear in the customer’s “My Account” menu on the frontend.

Convert a Magento Customer to a Company Account

A standard “General” customer cannot create sub-users. You must elevate their status to a Company Account. There are two primary ways to do this:

Option A — Frontend (Storefront Registration)

This is the most common path for new B2B clients.

1. The client visits your store and fills out the B2B registration form.
2. Upon submission, the account is usually set to a “Pending” status (depending on your configuration).
3. The Store Admin receives a notification and reviews the company details (Tax ID, Business Address, etc.).
4. Once approved, the user is granted “Company Admin” status automatically.

Option B — Backend (Manual Admin Conversion)

If you have an existing retail customer who has recently switched to wholesale, you can convert them manually:

1. Navigate to Customers → All Customers.
2. Find the specific customer and click Edit.
3. On the left-hand menu, find the Company Account Information tab.
4. Locate the toggle/flag “Is Company Account” and set it to Yes.
5. Save Customer.

The customer is now the “Boss” of their own organizational structure within your store.

Creating Roles and Permissions as a Company Admin

Before adding sub-users, the Company Admin must define Roles. A Role is essentially a template of permissions. Instead of assigning permissions to every individual, you assign them to a Role (e.g., “Junior Buyer”) and then assign users to that Role.

How to Create a Role:

1. Login as Company Admin: The client must log in to their account on your website’s frontend.
2. Access Dashboard: Go to My Account → Manage Roles.
3. Add New Role: Click the “Add New Role” button.
4. Define General Information:
   • Role Name: Use descriptive titles like Purchasing Manager, Finance Officer, or Assistant Buyer.
5. Set Permissions (Resources): This is where the magic happens. You will see a tree of checkboxes. You can grant or deny access to:
   • Account Information: Can they edit the company profile?
   • Quotes: Can they view, create, or delete quotes?
   • Orders: Can they view only their own orders, or all company orders?
   • Checkout: Are they allowed to proceed to the final checkout stage?
6. Set Constraints & Limits:
   • Max Order Amount: Set a limit (e.g., $500). If a sub-user tries to buy more, the system will block them or require admin approval.
   • Daily/Monthly Limits: Control the total spend per time period.
7. Save Role.

Create Sub-Users and Assign Roles

With roles defined, the Company Admin can now build their team. This is particularly useful for large companies where different departments need to order supplies independently but under one corporate billing account.

How to Add a Sub-User:

1. In the Account Dashboard, navigate to Manage Sub-Users.
2. Click Add New Sub-User.
3. Enter User Details:
   • Name & Email: Ensure the email address is unique and not already registered as a separate account in your Magento store.
   • Status: Set to Enabled.
4. Assign Role: Select one of the roles created in Step 3 from the dropdown menu.
5. Save Sub-User: Upon saving, the BSS extension automatically triggers an email to the sub-user.

Note: The sub-user does not have a password yet. The system sends an activation link for security purposes, allowing them to set their own private credentials.

Sub-User Login and Limited Access Experience

What does the experience look like for the sub-user? It’s designed to be seamless but restricted.

1. Activation: The sub-user opens the email, clicks the link, and sets a password.
2. Login: They log in through the standard customer login page.
3. Restricted View: When they enter their dashboard, they will only see the menus permitted by their role. For example:
   • A “Viewer” role might see the “Order History” but find the “Add to Cart” button hidden or disabled.
   • A “Junior Buyer” might be able to add items to a cart but finds the “Place Order” button replaced with a “Request for Quote” button. 
4. Shared Cart/Data: Depending on settings, sub-users may be able to see products added to the cart by other team members, facilitating collaborative buying.

Managing and Editing B2B Roles or Sub-Users

Business needs change, and the BSS Commerce package allows for real-time adjustments to the organizational structure.

To Edit Roles:

• Navigate to Manage Roles.
• Click Edit on an existing role.
• If you update a role (e.g., you decide all “Junior Buyers” can now view “Credit Memo” details), that change applies instantly to every sub-user assigned to that role.

To Edit Sub-Users:

• Navigate to Manage Sub-Users.
• Here, the Admin can Disable a user (useful if an employee leaves the company) or change their role (useful for promotions).
• If a sub-user forgets their password, the Company Admin can trigger a reset email from this interface.

B2B Best Practices for Roles and Sub-User Management

To get the most out of the BSS Commerce B2B Extension, consider these professional tips:

1. The Principle of Least Privilege

When creating roles, start with the minimum permissions a user needs to do their job. It is much easier to grant additional permissions later than to deal with an accidental $10,000 order placed by a sub-user who shouldn’t have had checkout access.

2. Use Role-Based Spending Limits

For B2B wholesalers, “Order Limits” are your best friend. By setting a Maximum Order Amount for junior staff, you protect the Company Admin from budget overruns while still empowering the staff to build carts and start the procurement process.

Including bulk order processing extensions in your B2B toolbox is another expert tip that can elevate sub-user productivity, especially in industries with frequent large orders.

3. Regularly Audit Sub-Users

Encourage your Company Admins to review their sub-user list quarterly. Disabling accounts for former employees is a critical security step to prevent unauthorized access to corporate pricing and order history.

4. Leverage Automated Notifications

Ensure your email SMTP is configured correctly. B2B transactions rely on communication. When a sub-user places an order, the Company Admin should receive a notification. This transparency builds trust between you (the merchant) and your B2B clients.

5. Standardize Role Names

If you are a store admin helping a client set up, suggest standardized naming conventions like:

• Level 1: Admin (Full Access)
• Level 2: Purchaser (Can buy, but has a $1k limit)
• Level 3: Auditor (View only, no buying power)

These best practices are part of a broader set of expert tips for using the BSS Commerce B2B extension effectively.

Conclusion

The BSS Commerce Magento 2 B2B Extension Package transforms a standard e-commerce site into a sophisticated wholesale portal. By mastering the setup of roles and sub-users, you provide your business clients with the autonomy they need to manage their internal teams, while maintaining the control and security necessary for high-volume B2B trade.

Setting this up correctly the first time reduces support tickets, increases customer loyalty, and streamlines the path from “Add to Cart” to “Order Completed.”