Main focus

Share one inventory with teammates so Android, iOS, and Web users work from the same synced data set with the right permissions.

Applies to

  • Android
  • iOS
  • Web
Sharing connects each teammate to the same inventory data set. Online devices sync with the shared inventory, offline Android changes sync after reconnect when allowed, and permissions decide what each user can change.
Before you startReview account, license, and connection requirements
  • Each teammate must use their own Mobile Inventory account. Do not share one account across multiple team members.
  • Each invited user needs an active PRO license. For teams, see Manage licenses as an admin or the Team Trial FAQ.
  • The invited email must already belong to a Mobile Inventory account. If the user does not exist yet, ask them to create an account first, then invite that same email address.
  • Sharing, editing permissions, and removing users require an internet connection.
  • One active device per user account is supported. See the same-account FAQ before moving accounts between devices.
Sign in firstOpen the Android sign-in reference
Open the drawer, tap Sign in, choose a sign-in method, then confirm the account appears in the drawer.
Share from the mobile app

Video walkthrough

Use the Android walkthrough to see the invite flow, permission review, and offline access setting.

Android steps

Invite a teammate

  1. Open the Inventories screen and choose the inventory you want to share.
  2. Open the inventory menu and tap Share. If the inventory already has shared users, use Sharing options.
  3. Authenticate if the app asks you to sign in.
  4. Tap Add user, then enter the teammate's account email.
  5. Open Show Permissions, choose the allowed actions, and set Allow changes while offline if this Android user needs offline writes.
  6. Tap Share.
  7. Open Sharing options again and confirm the user appears with the expected access summary.
Share from the Web appUse the Web app menu to invite users and manage access
The Web app uses the same permission model, with management actions in the inventory menu.

Web app steps

Invite a teammate

  1. Open the Web app and go to the inventory list.
  2. Open the menu for the inventory you want to share.
  3. Choose Share for an inventory that has not been shared yet, or Sharing options to manage an already shared inventory.
  4. Enter the teammate's account email.
  5. Open Show Permissions and choose what the user can add, edit, delete, export, share, or open in Smart Reports.
  6. Select Share.
  7. Use Manage shared access to add users, edit permissions, or remove access later.
Expand permissions before sharing when the teammate should not have full access.
Manage shared access is where you edit permissions or remove a user.
Manage access and permissionsChoose what each teammate can change before or after sharing

Use Sharing options on Android or Manage shared access on the Web app to add users, edit permissions, or remove access later. For each teammate, choose only the access they need.

  • Inventory changes: Decide whether the user can add, edit, or delete products, transactions, locations, and fields.
  • Exports, reports, and sharing: Decide whether the user can export data, open Smart Reports, or invite and manage other users.
  • Android offline access: Enable Allow changes while offline only for trusted Android users who need offline writes.

Need the full permission reference?

See Inventory permissions for every permission, access summary, and role example.

Shared inventory limitsReview shared data limits and what happens when access is removed
  • Shared inventory limits apply: Shared data has usage limits. The default product sharing limit is 5,000 products per shared inventory unless your account configuration allows more. See the High Usage Policy for the full shared-data limits.
  • Local inventory limits are different: A local inventory is not the same as a shared inventory. Limits that protect shared sync apply to shared data.
  • Removed users lose access: If a user is removed from shared access, they can no longer open that shared inventory. Invite them again if access should be restored.