Onboard your team with the right permissions
Adding users is quick; giving them the right access is what keeps your register clean. Itefy's permissions let each user do exactly their job — no more, no less — using presets as a starting point and All / Own / None scopes for fine-tuning.
In this tutorial you'll invite your team, set up three realistic roles (warehouse staff, a technician, and a read-only viewer), and verify that each user sees what you intended.
Step 1 — Invite the users
- Go to Settings in the main menu, then select Users.
- Click Add user and fill in the email address, first name and last name (all required). A mobile number and a message to the user are optional. Click Add user.
- Repeat for everyone you're onboarding.
What happens next depends on the person: an existing Itefy user gets access to your account immediately, while a new user receives a verification email with a link to set a password and accept the terms. If the email doesn't arrive within a couple of minutes, have them check spam — you can resend it with the refresh icon next to the user's Pending badge in the list. See Add users.
Step 2 — Understand what you're about to set
Before opening the permissions window, know the moving parts:
- Interfaces — whether the user can use the Web App and/or the Mobile App (Itefy Go). Someone who only checks gear out and in may not need the web app at all.
- Content — managing the register itself: creating, editing and deleting items, plus types, filters, locations, QR codes and contacts. Most users should not have these.
- Actions — the day-to-day work: Checkout & checkin, Book (reservations), Events, Issues, plus changing item Location, Condition, and adjusting Inventory stock.
- Administration — users, account settings, subscription. Keep this to as few people as possible.
The key permissions are scoped: Items Edit and Delete, and the Checkout & checkin / Book / Events / Issues actions each take All (act on any record), Own (only records they created or are assigned to — they can still view everything), or None (can't act, can't create). The account owner always has full access and can't be restricted.
Step 3 — Set permissions from a preset
- Under Settings > Users, click the Permissions button on a user's row. (To give several users the same setup in one go, tick them and click Set permissions… in the selection bar — note this replaces their current permissions.)
- Pick a preset as your starting point: All permissions, Administrator, User (common) or User (limited). Presets set typical permissions which you then customize — and they only ever use All and None, so Own is always a deliberate manual choice.
- Adjust the individual toggles and scope dropdowns, then save.
Step 4 — Tune the scopes for each role
Three realistic setups to copy:
- Warehouse staff — hands equipment out, doesn't touch the register. Set Checkout & checkin to All so they can check anything out and in for anyone, but Items Edit and Delete to None. Add the Location toggle so they can record where items end up, and Inventory if they also pick consumables from stock.
- Technician — handles their own issue tickets. Set Issues to Own: they can create tickets and edit or close the ones they created or participate in, but can't modify other people's. Combine with the Condition toggle so they can mark items inoperative while working.
- Read-only viewer — needs the overview, changes nothing. Enable Web App access, and set every scoped permission to None with the content and administration toggles off. Scopes gate changing things, not seeing them — with web access the user can still view items, reservations and issues.
Other useful patterns: an external helper with Book on Own (manages their own reservations only), or a department manager with All on the actions but Items Delete on None so deletions stay with administrators. See Permission scopes for more.
Step 5 — Verify what each user sees
- Click Permissions on the user's row again — it shows the user's current permissions, so double-check the scopes match what you planned.
- Then check with the user (or sit next to them at first login): a None scope should hide the corresponding create and edit actions in their app, an Own scope should let them change their own records but not a colleague's, and a viewer should see lists without edit affordances.
- Adjust and re-save if something is off — permission changes don't require re-inviting the user.
Step 6 — Keep it tidy over time
- When someone changes role, update their permissions rather than piling on new ones — or tick a group and use Set permissions… to reset them to a known configuration.
- When someone leaves, remove them under Settings > Users with the Remove user button on their row (or tick several and click Remove). They keep their Itefy login but lose access to your account; their name remains in activity logs. See Remove users.
What you accomplished
- Invited your team and got pending verifications sorted
- Started each user from a sensible preset instead of a blank slate
- Tuned All / Own / None scopes to match real roles — warehouse staff, technician, viewer
- Verified the result from the user's perspective, and know how to revoke access cleanly
Where to go next
- Run a lending workflow — put the checkout permissions to work
- Track consumables — the Inventory action permission in practice
- Set up Itefy from scratch — if the account itself still needs structure
- User permissions — the full permission reference