User permissions ​

Permissions is an important and useful feature for accounts with many users. It lets you limit access to just the functionality that is relevant for each user, and lessens the chance of undesired changes and deletions.

Permissions are managed under Settings → Users in the web app. There are two ways of setting them:

  1. One user at a time: click the Permissions button on the user's row. This also shows you the user's current permissions.
  2. Several users in one operation: tick the users you want, then click Set permissions… in the selection bar that appears. Note that this replaces the permissions of all selected users with the configuration you choose.

The account owner always has full access — the owner's permissions cannot be edited.

Presets ​

You have a lot of options to choose from, but you can select a preset as a starting point: All permissions, Administrator, User (common) or User (limited). When selecting a preset, typical permissions are set, and you can customize them from there. This does not affect the presets for later use.

Permission scopes: All / Own / None ​

Some permissions are not just on/off — they have a scope:

  • All: the user can perform the action on any record in the account.
  • Own: the user can only edit or delete records they created themselves or are assigned to. They can still view everything.
  • None: the user cannot perform the action at all.

For example, a user with Issues: Own can create issues and manage their own, but cannot edit or close issues raised by others.

Interfaces ​

  • Web App: Whether the user can access the account through the web app. Users that only do simple tasks like check-out and check-in may not need it.
  • Mobile App: Whether the user can access the account through the smartphone app (Itefy Go). Most users should be given access.

Content ​

We recommend that most users do NOT have content-management permissions.

  • Items — Create: The user can add new items.
  • Items — Edit (All/Own/None): The user can edit items and their description, files, pictures and details.
  • Items — Delete (All/Own/None): The user can delete items and empty the trash.
  • QR codes: The user can manage QR codes on items and print QR labels.
  • Types: The user can manage predefined item types.
  • Filters: The user can manage predefined filters (categories).
  • Locations: The user can manage predefined locations.
  • Contacts: The user can manage the contacts directory, including import.

Actions ​

  • Checkout & checkin (All/Own/None): The user can check out and check in items.
  • Book (All/Own/None): The user can create, change and delete reservations.
  • Events (All/Own/None): The user can add and manage item events.
  • Issues (All/Own/None): The user can create, edit, delete and participate in item issues.
  • Location: The user can change locations for items.
  • Condition: The user can change the condition of items.
  • Inventory: The user can pick, add and adjust inventory stock on inventory items.

Administration ​

We recommend that most users do NOT have administration permissions.

  • Users: The user can add users, edit permissions and remove users.
  • Account: The user can change account settings (account name, currency, default timezone).
  • Subscription: The user can change the subscription, edit billing information, download invoices and cancel the subscription. Usually only the account owner should have this.

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