Understanding User Roles and Permissions

The Roles & Permissions feature allows your organization to control exactly what each team member can see, create, edit, and delete within AuctionBlaze. By creating custom roles, you can ensure users only have access to the features necessary for their job function.

1. Accessing the Permissions Manager

Firstly, your user role must have the permission to access Permissions.

• Navigate to Settings --> Manage Permissions.

Here, you will see a list of all existing roles in your organization, including system defaults and any custom roles you have created.

2. Defining and Managing Roles

A Role is a collection of permissions that can be assigned to one or more users.

You can use the table search bar to quickly find specific resources (like "items" or "purchase orders") before making edits.

3. Understanding Permission Levels

For each resource (or feature) in the system, you can assign one of three permission levels:

4. Organizational Permissions List

Below are the key resources you can control access to, categorized by function:

Inventory & Operations

• Items: Manage inventory records (e.g., product details, inventory counts).
• Locations: Create new locations and sub-locations.
• Workspaces: Create and maintain workspaces (e.g., specific staging areas).
• Items/Locations Binding (Advanced): The ability to manually link specific assets to specific locations.
• Alerts: Configure quantity or expiry alerts.

Procurement & Sales

• Purchase Orders (PO): Full PO creation, editing, and closing workflow.
• Suppliers: Manage vendor records.
• Consignors: Manage consignor records.
• Sale Orders (SO): Full sales order workflow.
• Credit Notes/Proforma Orders/Appraisals: Management of specific financial documents.

Administration & Configuration

• Permissions: Access the Roles & Permissions screen itself.
• Users: Invite, remove, and manage team members and their roles.
• Feature Settings: Toggle global features, costing rules, and tax settings.
• Categories: Build and manage the inventory category tree structure.
• Custom Fields: Define reusable fields for assets and other records.
• Workspace Types: Define custom fields specifically for workspaces.
• Tags: Curate the library of available tags.
• Labels: Design and print physical labels.
• Export/Import: Run bulk data exports and imports via CSV.
• Company Details: Edit the organization profile or delete the account.
• API/Webhooks: Create API keys and configure outbound webhooks for system integration.

Reporting & Finance

• Reports: Run organization-wide reports (e.g., sales, inventory, usage).
• Billing: Manage the subscription plan and payment methods.
• Dashboards: Customize and manage personalized dashboards.

5. Location-Scoped Limits

Some key resources are location-scoped (Items, Locations, Workspaces).

• If a role has Read or Manage access to these resources, the system will look at the specific location list configured when the role is assigned to the user.
• Example: If a user is assigned the "Warehouse Manager" role and is limited to "Warehouse A," they will only be able to view and manage inventory records (Items) and workspaces within "Warehouse A."
• Exception for Locations: If a user has Locations: Read permission, they can browse the organization-wide location hierarchy, but if they have Locations: Manage, their ability to create/edit locations will be restricted by their assigned location list.

6. Assigning and Updating Roles

Assigning Roles to Users

1. Go to Settings --> Users.
2. Ensure you have Users: Manage permission.
3. Find the team member and select Manage Access.
4. In the dialog, choose the desired Role.
5. If the chosen role includes location-scoped permissions (e.g., Items: Manage), a selector will appear, allowing you to define the specific Locations the user is limited to.
6. Invitations: When inviting a new user, the role you select at the time of sending the invitation is the role they will inherit upon joining.

Updating Existing Roles

• You can promote or demote a resource's access level using the controls directly in the Manage Permissions table.
• Batch Editing: You can make many adjustments across different resources and roles before committing the changes. The bottom sticky bar tracks all your unsaved edits.

7. Best Practices and Tips

• Never Lose Control: Always maintain at least one role (like the Admin role or a custom superuser role) that has both Permissions: Manage and Users: Manage. This ensures your organization can always administer both roles and user access.
• Model by Job Function: Design roles that align with your team structure (e.g., "Shipper," "Controller," "Assembly Technician"). Only enable the permissions absolutely required for that function.
• Review System Roles: Periodically review the locked system roles (like "Admin") to understand the default access levels they contain. If you need a role with similar but editable access, create a custom role to mirror the system default.

Updated on: 29/12/2025