Main focus

Inventory permissions decide what each shared user can view, change, export, report on, share with others, or edit while offline.

Applies to

  • Android
  • iOS
  • Web

Permission model at a glance

Read Access
Every shared user needs Read Access. It lets the user open and read the shared inventory, and it cannot be disabled for a shared user.
Add, Edit, Delete
Products, transactions, locations, and fields each have separate Add, Edit, and Delete controls. Grant only the actions the user needs for their daily work.
Inventory actions
Export Data, Share with Others, and Smart Reports control actions that affect data outside normal product or stock-entry editing.
Offline access
On Android, Allow changes while offline decides whether that user can make offline writes. When it is off, offline access is read-only until the device reconnects.

Where permissions appear

You choose permissions while sharing an inventory, and you can edit them later from the shared access list.

In the Web app, expand permissions before sharing or editing access. The same core groups control products, transactions, locations, fields, exports, sharing, and Smart Reports.

Mobile walkthrough

Open the inventory menu, choose Share, then use Show Permissions to review access by permission layer.

Mobile app

Review before sharing

  1. Open the inventory menu and tap Share. For an already shared inventory, use Sharing options.
  2. Open Show Permissions before you invite or edit a mobile user.
  3. Review Products, Transactions, Locations, and Fields.
  4. Check inventory-level access: Export Data, Share with Others, and Smart Reports.
  5. On Android, decide whether Allow changes while offline should stay enabled for that user.

Where to change access

While inviting
Open Show Permissions before selecting Share if the new user should not receive full access.
After sharing
Use Sharing options in the mobile app or Manage shared access in the Web app to edit permissions, invite another user, or remove access.
Full sharing steps
For the complete invite flow, see Share inventories with multiple users.

Permission reference

Read Access
Opens and reads the shared inventory. This is required for every shared user. If someone should not see the inventory at all, do not invite them or remove their access.
Products
Add, Edit, and Delete control product records and product-level details. Restrict these when the user should record stock work without changing the product catalog.
Transactions
Add, Edit, and Delete control stock entries, outputs, movements, and counts. Restrict these when transaction history should be handled by a smaller group.
Locations
Add, Edit, and Delete control storage locations. Restrict these when location names and structure should stay consistent for the team.
Fields
Add, Edit, and Delete control categories, measurement units, tags, and custom fields. Restrict these when field structure should not be changed by everyday users.
Export Data
Lets the user export or download inventory data. Disable it for users who should work in the app but should not take inventory data outside the app.
Share with Others
Lets the user invite people, edit permissions, and remove shared users. Keep this limited to owners or trusted managers.
Smart Reports
Lets the user open Smart Reports for inventory analysis. Enable it only when reports are part of that user's work.
Allow changes while offline
Android-only setting. When enabled, the user can add, edit, and delete while offline. When disabled, offline access is read-only until reconnect.

Access summaries

Inventory owner
The user who owns the inventory keeps full access and can manage sharing.
Full access
The user has the main permissions that can be granted for the inventory. Owner-only control still belongs to the owner.
Limited access
At least one permission is restricted. Open that user to review the exact settings.
View only
The user has Read Access only and cannot add, edit, or delete inventory records.
Offline read-only
On Android, the user can view cached inventory data offline, but write actions are blocked until the device reconnects.

Common setups

These examples are starting points. They are not fixed app roles, and you can adjust each permission for the way your team works.

Viewer
Keep only Read Access. Use this for users who need to inspect inventory data without changing it.
Stock operator
Allow the needed Transactions actions. Keep product, location, field, export, and sharing permissions restricted unless the user also manages those areas.
Catalog manager
Allow the needed Products, Locations, and Fields actions. Use this for users who maintain the product list and inventory structure.
Reporting user
Keep Read Access and enable Smart Reports. Enable Export Data only when that user is allowed to download inventory data.
Access manager
Enable Share with Others only for owners or trusted managers who can invite users, change permissions, and remove access.
Trusted offline Android user
Enable Allow changes while offline only when that user needs to add, edit, or delete while disconnected. Keep it off for read-only offline access.

Permission changes need sync

Change sharing, edit permissions, and remove users while online. Online devices receive permission changes after sync; a device that is already offline may not reflect the latest access until it reconnects.