Managing User Accounts & Access Permissions

Part 1: Creating a New Staff Account

1. Navigate to Settings:

   • Open EasyScan.

   • Click on the Settings tab in the main navigation.

   • Select the "Users" tab

   • Select "Enable EasyScan Users"

2. Add User:

   • Click the "Add New User" button on the log in pop-up or on the Users page.

   • Enter the staff member's Name and Email Address.

   • Note: This email does not need to be a Shopify staff account email. It is unique to EasyScan.

Part 2: Configuring Permissions (The "Roles" System)

Security is about giving staff only the access they need to do their job.

Recommended Role Setups:

Role A: The "Picker / Packer"

Best for: Warehouse staff focused on fulfilment.

• Enable:

  • Fulfill Orders (Picking & Packing)

  • Product info (Read-only stock lookups)

• Disable:

  • Update Inventory (Prevent them from changing stock levels without approval)

  • Settings (Critical security risk)

Role B: The "Inventory Manager"

Best for: Supervisors conducting stock takes.

• Enable:

  • Update Inventory (Allow stock adjustments)

  • Print Labels (For restocking)

  • Generate Barcodes (For new products)

• Disable:

  • Settings (Keep app configuration locked to the Owner)

Role C: The "Admin"

Best for: Store Owners and Operations Managers.

• Enable: Select All (Full Access to billing, settings, and team management).

Part 3: Tracking User Activity

Once your team is using their own accounts, you gain access to powerful accountability tools on the Pro plan.

1. View the Activity Log:

   • Go to Reports > User Activity.

2. Filter by User:

   • Select a specific staff member (e.g., "John Doe") to see their history.

3. What You Can See:

   • Inventory Changes: "John increased SKU #123 by 5 units at 10:00 AM."

   • Productivity: See how many orders each user packed per hour.

Part 4: Deactivating Users

When a staff member leaves your company, you must revoke their access immediately.

1. Go to Users.

2. Find the user in the list.

3. Toggle the status from "Active" to "Inactive" (or click Delete).

FAQ

Q: Can I limit a user to a specific Warehouse Location?

A: Yes. In the user settings, look for "Location Access." You can restrict a user so they only see inventory and orders for the "West Coast Warehouse," preventing them from adjusting data at your other sites.

Q: Do I need to pay for each user?

A: The Advanced plan includes up to 6 users. The Pro plan includes unlimited users.