Users and Roles

A user signs in. A role decides what that user can open and change. Each user holds exactly one role.

How access works

A role holds a level for each feature. A feature is a job area, such as Inbound Orders or Locations.

Level	What the person can do
No access	The feature is not in their sidebar
View	They can open the screens and read them
Manage	They can also create, change, and run the flow

A role can instead be marked Administrator. An administrator holds everything, and the levels below are ignored.

A user is tied to a set of warehouses. Tick All warehouses, or tick the warehouses one by one. A user sees the stock, the orders, and the locations of the warehouses they hold, and nothing else.

That is the whole model. There is no permission list to assemble by hand, and no user with two roles.

The features

Feature	Levels	What it covers
Items	View, Manage	The item catalog, warehouse items, and lots
Stock	View, Manage	On-hand stock and serialized units
Inbound Orders	View, Manage	Inbound orders and their deliveries
Outbound Orders	View, Manage	Outbound orders, reserve, and dispatch
Transfer Orders	View, Manage	Transfers between warehouses
Stock Count	View, Manage	Count sessions, review, and posting
Locations	View, Manage	Zones, aisles, racks, shelves, and bins
Categories	View, Manage	Item categories
Warehouses	View, Manage	The warehouses themselves
Inbound Configuration	View, Manage	Inbound numbering and custom columns
Outbound Configuration	View, Manage	Outbound numbering
Users	View, Manage	User accounts
Roles & Permissions	View, Manage	Roles and their levels
Inventory Transactions	View	The stock ledger
Audit Log	View	The record of who changed what

The last two are read-only for everybody. Nobody edits history.

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Create a role

1. Open Admin → Users & Roles and go to the Roles tab
2. Click Create Role
3. Enter the Role Name, named after the job: Receiving, Picker, Supervisor
4. Under Access, set the level of each feature
5. Click Create Role

The name needs 2 characters or more, and it must be free. The app rejects a name another role already holds.

To change a role later, open it from the Roles tab. The role page lets you rename the role and set the levels. A bar appears as soon as you change something: Save changes keeps the change, Discard drops it.

Two roles cannot be deleted. You cannot delete the role you hold yourself, and you cannot delete a role a user still holds.

The role page states the second case plainly. It shows the number of users on the role, and its Delete button is disabled with a tooltip that gives that number. The Delete action on the Roles tab does not check first. It fails with a general error. Move the users to another role, then delete.

Roles that match real jobs

Start from what a person must finish without asking for help.

Receiving: receives shipments and puts them away.

• Inbound Orders: Manage
• Items: View, Locations: View, Stock: View

Picker: picks and dispatches orders.

• Outbound Orders: Manage
• Items: View, Locations: View, Stock: View

Stock controller: runs the counts and corrects stock.

• Stock Count: Manage, Stock: Manage
• Items: View, Locations: View, Inventory Transactions: View

Supervisor: everything on the floor, plus the setup that keeps it running.

• Inbound Orders, Outbound Orders, Transfer Orders, Stock Count: Manage
• Items, Locations, Categories: Manage
• Inventory Transactions, Audit Log: View

Administrator: mark the role Administrator instead of listing features.

Give View where a person needs to look something up, and Manage only where they must change it. A picker who cannot open Items cannot check a unit of measure, and will interrupt somebody who can.

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Create a user

1. Open Admin → Users & Roles, on the Users tab
2. Click Add User
3. Enter the Username in lowercase, and a Password
4. Select the Role
5. Give the user their warehouses. Tick All warehouses, or leave it clear and tick the warehouses in the list below it.
6. Click Add User

All warehouses starts clear, and the warehouse list starts empty. A user you save without ticking anything holds no warehouse and sees no stock.

The username must be free. The app rejects one another account already holds.

To change someone’s access, open Edit on their row and change their role or their warehouses. On the edit form, leave Password blank to keep the current password. Delete ends the access, and the dialog it opens confirms with Remove.

Two deletes are refused: your own account, and the last account that holds an administrator role.

A signed-in person can always edit their own account, even without Users at Manage.

Note

A username must be lowercase. The audit trail records the account behind every change, so avoid shared accounts: “who received this” is only useful when the answer is a person.

Read the user list

Admin → Users & Roles opens on two tabs.

The Users tab gives one row per account, with two columns: User, the username, and Role, the role that account holds.

Search by username, or filter by Role or by Warehouse.

The Roles tab gives one row per role, with the role name. Search it by name. Edit opens the role page, and Delete removes the role.

Neither tab shows which warehouses a user holds. Open Edit on the row to read that.

The audit log

Admin → Audit Log records who created, changed, or deleted each record, and the values before and after. It is read only. See Audit Log.

Use the audit log for the question “who changed this record”. Use Inventory Transactions for the question “how did this quantity get here”.