Roles and permissions
Make your own roles with exactly the rights you choose - what each person can see, create, edit, delete, export and approve.
Inventory comes with four roles: Admin, Manager, Staff and Viewer. When none of them fits a job, make your own role.
Professional plan and above.
Make a role
- Go to Settings › Roles & permissions. You can also get there from Settings › Users.
- Click New role, or click Make a copy under a built-in role to start from it.
- Give the role a name, such as Packer or Purchase clerk. Add a description if you like.
- Under Copy ticks from, choose a role and click Copy to fill in its ticks. Then change what you need.
Tick what the role can do in each area: View, Create, Edit, Delete and the area's own rights, such as Apply / cancel for adjustments.
- Ticking any right also ticks View. Clearing View clears the whole row.
- Tick all and Clear all are above the list, and All at the end of each row ticks the row.
- Under Everything not in this list works like, choose a built-in role. Anything the list doesn't cover follows that role.
- Click Save role.
Give it to people
- Go to Settings › Users.
- In the person's role list, choose the role under Custom roles.
It applies from their next click. The business owner and Admins can't have a custom role.
What the areas cover
| Group | Areas |
|---|---|
| Items and stock | Items and item groups, price lists, adjustments, transfer orders, assemblies, cycle counts, reorder |
| Sales | Customers and vendors, sales orders, packages and shipments, picklists, delivery challans, invoices, payments received, sales returns, credit notes |
| Purchases | Purchase orders, purchase receives, bills, landed costs, payments made, purchase returns, vendor credits |
| Control | Approvals, reports, import and export, settings |
People with the Approvals tick approve documents waiting for approval and get the approval emails.
Good to know
- Users, the plan and billing always stay with Admins.
- Menus, quick create, buttons and Home tiles show only what the role can open.
- When you delete a role, its people keep working as its base role.
- If your plan drops below Professional, or the trial ends, custom roles keep working, but only within their base role. Extra rights pause, and anything the role takes away stays away. Nothing is deleted, and upgrading brings everything back. You can't create or change roles until then.