Types of Members in EZOfficeInventory

asset tracking softwareOur asset tracking software allows you to assign different roles and set visibility and access permissions for different types of members. There is a maximum of four types of members in EZOfficeInventory: account owner, administrator, supervisor and staff user. Account Owners and administrators can change the roles of members.To do this, go to Members > Click Member’s Name > Edit ‘Role’ field.

Table 1 – Types of Members and Their Access Rights

Types of members

Table 2 – Abilities of Members to Take Actions on Items

Account Owner 

Has full access to the system.

Billing: The account owner can access the billing information in the system to upgrade/downgrade/cancel software subscription. He/She can also view and print invoices, and change the billing address.

Settings: Can update the settings of the account and enable/disable Add Ons. He/She can customize listing view of items, members and purchase orders and set these views as company default i.e. set the column view for listings to be the same for all users.

Items: Account owners can view and take actions on all items irrespective of their groups, locations, and arbitration setting.To learn more about the actions an account owner can take on items, see Table 2 above. Account owners are the only ones that can delete items in mass and transfer account ownership to any confirmed administrator.  

Members: Account owners can view the members tab, add new members, send password reset emails, edit member details, change roles, prevent members from logging in and activate or deactivate existing members. Account owners can also create user listings and assign them to different groups to restrict staff user access and set supervisor roles.

Documents: An account owner can upload documents/images to the system – access, edit or delete existing documents; those uploaded by other users as well. He/She can also export documents data to an excel file i.e. get all the downloadable links to documents in a CSV file or sync them with your dropbox account. You can also import images and documents for items while uploading excel files to EZOfficeInventory. To upload documents go to Items > Documents > Click Upload documents.

Alerts: Have the ability to select alerts to receive, create email alert templates and select which templates will be used for certain alerts. To learn more about the types of alerts that an account owner can receive, click here.

Carts: Account owners can take all actions on carts including adding/editing items in carts, moving cart items, reserving carts, swapping out cart items, and printing cart transactions. They can also edit carts in reserved/checked out state for admins and staff users. Learn More on Cart Management in EZOfficeInventory.

Additionally, account owners can view, create and take all actions on:

Administrator

Billing: An administrator cannot access billing information but can be made into the new account owner by the existing account owner.

Settings:  Administrators are able to view the software settings but are not able make any changes to them, except ‘My Settings’ that include dashboard, search and filters’ settings. My Settings can be customized for the logged in admin only. They can customize the list view of items, members and purchase orders for themselves only.

Items: Administrators can view and take actions on all items irrespective of their groups, locations, and arbitration setting. They can check in/out and reserve items, verify audits, approve/cancel reservations and check in/out requests for other members as well. For more details on the actions that an administrator can take on items in EZOfficeInventory, see Table 2 above.

Members: An admin can view the members tab, add new members, send password reset emails, edit member details and activate/deactivate existing members. He/She can also create user listings and assign them to different groups.

Documents: An admin can upload documents/images to the system – access, edit or delete existing documents; those uploaded by other users as well. He/She can also export documents data to an excel file i.e. get all the downloadable links to documents in a CSV file. To upload documents go to Items > Documents > Click Upload documents.

Alerts: For admins, the ability to select alerts to receive, create and customize alert templates is also available. Learn more about the types of alerts that an administrator can receive.

Cart: Admins can take all actions on carts including adding/editing items in carts, moving cart items, reserving carts, swapping out cart items, and print cart transactions. Administrators can also edit checked out or reserved carts created by other users. They can swap items in carts of users by enabling the setting from Company Settings > Swap Checked Out Items.

Additionally, administrators can view and edit:

  • Vendors
  • Reports
  • Print label templates
  • Custom fields
  • Bundles and Packages
  • Locations
  • Service and Maintenance Events
  • Purchase orders

Supervisors

A supervisor has all the permissions as an administrator but only for members in their own user listings. To enable user listings go to Settings > Company Settings > Access Control > Select ‘Advanced’. To further specify supervisor roles, configure ’More Policy Settings’ as per your requirements. Supervisor settings Note that supervisors assigned to the ‘Default user listing’ can have full visibility into the asset tracking software. To learn more about setting up a user listing and creating a supervisor, click here.

Staff Users  

Staff users have very limited access to the system as compared to other users i.e. account owner, administrators and supervisors. They cannot view or edit account settings, enable/disable Add Ons, or take actions on billing and members. Only ‘My settings’ can be changed by the logged in staff user. They can view the Dashboard, Items, Bundles and Alerts tabs only. However, the advanced visibility and actions may differ. The access rights of staff users can be further checked by setting up arbitration on items and using user listingsA complete list of items a staff user doesn’t have access to is given in Table 2 above.

Newsfeed visibility: Admins and account owners can allow staff users to view a newsfeed of the latest activities by users on the dashboard. This can be enabled from Settings > Company Settings > Newsfeed visibility to staff users > Select ‘Show staff users activity news feed on dashboard’.

Items: Staff users can only check in/out and reserve items visible to them and for themselves. If arbitration is enabled then they can only send a request for a check in/out and reservation of items. They can only acknowledge the possession of items checked out to them and not request audits on any other items. For more information on the actions that staff users can take on items in EZOfficeInventory, refer to Table 2.

Cart: Staff users can check in/out, reserve, empty, print, and edit their own current cart and carts and not the ones drafted by other users.

Documents: A staff user can upload documents. He/She can view all documents but cannot edit document description or delete documents uploaded by other users. However, he/she can edit and delete documents uploaded by themselves. They can also export documents data to an excel file i.e. get all the downloadable links to documents in a CSV file. To upload documents go to Items > Documents > Click Upload documents.

Bundles and Packages: Bundles and packages are viewable for staff users. They can take actions on bundles and packages like check in/out, and add to cart. However, they cannot create/edit new bundles or packages.

Alerts: Staff users are only able to select which alerts they want to receive and cannot make changes to the email alert templates. They can even subscribe to the newsletter. Staff users receive email alerts for actions they’ve subscribed to only when they’re involved in the action.

Locations: A staff user can only view locations but cannot edit them. Staff users can also be given the permission to change the location of assets. To do this, go to Settings > Add Ons > Location History > Select ‘Enabled’.

Staff users cannot view or edit

  • Members
  • Vendor details
  • Settings other than some basic view settings.
  • Reports
  • Print label templates
  • Custom fields
  • Service and Maintenance Events
  • Purchase orders

 Check out our Video on Types of Members in EZOfficeInventory

Related Posts

– Managing Access Control For Large Teams

– Flavors of Arbitration- Setting up Access Control

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