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What roles are there?

The system comes with three predefined user roles with different permissions: administrator, inventory manager, and employee. The role is set when a user is created and can be changed by an administrator at any time. If role management is activated for your account, you can also create your own roles (see below).

Administrator

The administrator has extensive rights in the system and is typically responsible for setup and maintenance. Typical tasks include:

  • Creating, editing, and deactivating users
  • Assigning and changing roles
  • Creating and configuring storages and locations
  • Managing categories and inventory items
  • Adjusting system settings
  • Viewing reports and analyses

We recommend assigning the administrator role only to people responsible for the technical and organizational management of the system.

Inventory manager

The inventory manager is responsible for one or more storages and handles the day-to-day management of the inventory in their area. Typical tasks include:

  • Creating and editing inventory items in their storage
  • Processing and confirming check-outs and returns
  • Monitoring and maintaining stock levels
  • Updating the condition and availability of items

A user can be registered as inventory manager for several storages at the same time. They have no access to storages they are not responsible for: action buttons in the detail views (e.g. assign, status changes, switching storage, stock actions) only appear for inventory from storages where they are registered as a storekeeper. Only then can they assign to all receivers — otherwise, just like employees, they can only check items out to themselves.

Employee

The employee is the standard role for end users. The range of available functions depends on the configuration by the administrator. Depending on the settings, an employee can:

  • Request or receive inventory
  • Return inventory
  • View their personal inventory
  • Check the availability of inventory in the system
  • Issue and take back inventory as a storage assistant (the employee must be registered as a storekeeper on the storage) – when issuing, all receivers are then available for selection, even without the permission "View receivers"
  • View the history of inventory from storages where they are registered as a storekeeper (permission "History", level "Assigned storages")

Actions such as creating new items or viewing other users' data are not available to employees. The server checks these rules on every request: if an employee attempts an action their role does not permit, the system responds with “No permission”.

Custom roles

If role management is activated for your account, you will find an overview of all roles under Settings → Roles. There you create your own roles – empty or as a copy of a predefined role – and define, permission by permission, what users with this role can see and do. You can also adjust the permissions of the predefined roles there; they cannot be renamed or deleted. You assign custom roles in the user dialog in the Role field. The interface follows the permissions of the role: menu items, buttons, columns, and detail sections such as commercial data or history only appear if the role has the respective permission. You can find the step-by-step guide here: How do I create custom user roles?

Permissions for the telematics connection

If the telematics connection (Telematic ONE) is booked for your account, every role contains the Telematics area with three permissions:

  • See trackers and locations (levels "Own" or "All"): see GPS trackers, their current position and maps. With "Own" only the trackers on inventory currently assigned to the person; with "All" the trackers on all visible inventory as well as trackers that are not assigned yet.
  • Assign trackers: assign trackers to an inventory item or set and remove the assignment again. The permission to edit the inventory item or set concerned is required in addition.
  • Manage telematics connection: set up the connection in the system settings, change the API key and disconnect. Only roles with this permission also see the tracker overview under Administration → Trackers.

The predefined roles receive the permissions automatically: the administrator all three, the inventory manager "See trackers and locations" (All) and "Assign trackers", the employee "See trackers and locations" (Own). Custom roles take over the state of the role they were created from and can be adjusted.

The permission See trackers and locations also applies in the mobile app: the Location section on the detail page and the overview map of all equipment with a tracker only appear with this permission, and the level determines which trackers the app shows (Own: only assigned inventory, All: all visible inventory). Without the permission, section and map are missing in the app entirely. How to set up the connection is described in How do I connect Inventory ONE to Telematic ONE?.

Role for API keys

API keys for the external interface are not tied to a user but to an API receiver, and they get their permissions through a dedicated role: an API key with write permission acts as an administrator, an API key without write permission uses the predefined role API access (read-only). This role may read all data but cannot create, change, delete, or book anything – the interface answers write requests with "No permission". You create API keys in the detail view of an API receiver; this is only possible as an administrator.

Permission comparison
  • Managing users, system settings, creating storages: administrator only
  • Creating categories, importing and exporting data, maintaining process templates, API keys, invoice and payment data: administrator only
  • Managing inventory (own storage), processing check-outs & returns, viewing reports: administrator and inventory manager
  • Viewing the history and change log of an inventory item: administrator and inventory manager; employees only for inventory from storages where they are registered as a storekeeper
  • Receiving / returning inventory: all roles — for employees, depending on the configuration
  • Setting up the telematics connection, tracker overview: administrator only (with a booked telematics connection)
  • Assigning trackers: administrator and inventory manager
  • Seeing tracker locations (web and app): all roles — employees only on inventory assigned to them
  • Viewing one's own inventory: all roles