Roles control what each person on your team can do in EasyScan. Give a packer just what they need to pick and pack, let a receiver receive purchase orders without deleting them, and keep settings for the people who run the store.
Users and roles are available on the Advanced and Pro plans. Only Admin users can create or change roles.
Turn on roles
Go to Settings → Users.
Tick Enable EasyScan Users.
Tick Require passwords for users & enable roles, then save.
The first user you create becomes the Admin. To set up users, see Managing User Accounts & Access Permissions.
Create a role
Open Users and click Roles.
Click Create role.
Pick a template under Start from a template, or start from scratch.
Under Permissions, set each page to Off, Full or Custom.
For a Custom page, click Show actions and tick what this role can do.
Give the role a name and click Save.
The Summary card shows how many pages and actions the role has. To make a variation of an existing role, open it and click Duplicate role.
Start from a template
Templates fill in sensible permissions for common jobs. You can change anything before you save.
Customer orders: Picker, Order packer
Inventory & purchasing: Purchase order manager, Receiver, Transfer coordinator, Stock counter
Oversight: Warehouse manager, View & export
Page access
Every page has three options:
Off: the page is hidden from this role.
Full: the role can use everything on the page.
Custom: the role can open the page, but only does the actions you tick.
Pages are grouped as Barcodes & products, Orders & fulfilment, Purchasing & transfers, Inventory & stock, Bin locations, Reporting and Shop administration.
Action permissions
On a Custom page, actions are sorted into View & export, Create & edit, Moves stock or money and Lifecycle, so you can see at a glance which ones change stock or cost money. For example:
Purchase orders: Suggested orders, Create draft, Edit draft, Mark as ordered, Edit ordered, Receive, Edit received, Close, Archive, Delete, Email, Export, Create transfer
Transfer orders: Create draft, Edit draft, Request, Pack, Mark as in transit, Cancel in transit, Receive, Close, Reopen, Archive, Email, Export
Orders: Pick, Pack, Fulfil, Check orders, Mark as picked up, Buy shipping labels
Order batches: Manage templates, Manage groups, Print, Pick, Cycle pack, Assign instance, Delete instance
Stocktakes: Create, Count, Change stock, Archive, Export
Suppliers: Create suppliers, Edit suppliers, Archive suppliers, Edit catalog, Product assignment
Barcodes & SKUs: Assign new barcodes & SKUs, Assign existing barcodes & SKUs, Create & edit label templates
Bin locations: Create & edit bins, Delete bins, Import bins, Create report
Inventory alerts: Manage rules, Pause or enable a rule, Manage recipients, Toggle feature
Pages without a list of actions, such as Inventory count, Update inventory, Quick transfer and Put away, are simply Off or Full.
Assign a role
Choose a role when you create a user on the Users page, or edit an existing user to change it. The Assigned users card on each role shows who has it.
Limit a role to certain locations
Location permissions require Pro. In the role, turn on Enable location permissions and select the locations this role can work in. An action is only allowed when both the role and the location permit it. Leaving the location selection empty does not restrict access.
What your team sees
Actions a role can't use stay visible but greyed out, with the message Your role can't do this.
Pages a role can't open show Permission denied, with a prompt to ask an Admin for access.
Role changes apply the next time the person opens a page. They don't need to log out.
Good to know
The Admin role always has full access and can't be edited. You need at least one active Admin.
Stocktakes, Inventory alerts, Order batches and Auto-assign are off for new roles until you turn them on.
API access is a Pro feature and is never granted automatically. Turn it on only for roles that manage your API keys.
Permissions that move stock or money are also checked by EasyScan's servers, so they can't be bypassed.