Users, roles and permissions
Every person who logs in has exactly one role, and that role decides which screens they see and which actions the system will accept from them. Permissions are enforced on the server for every request, not merely hidden in the interface — a role cannot be worked around by knowing the right address.
The roles
| Role | Can do |
|---|---|
| Owner | Everything in the company, including managing users and settings |
| Manager | All day-to-day operations; cannot manage users |
| Staff | Create and edit rentals, sales, service orders and payments; view inventory and customers |
| Prep | The preparation queue only, read-only (Rent module) |
| Super Admin | Vendor-side: creates companies, manages users on any company, toggles modules |
Super Admin is not a role you assign — it belongs to the platform vendor, not to your business.
Choosing a role
Give each person the narrowest role that lets them do their job.
- Owner for the business owner, and ideally one other trusted person so nobody is locked out if a phone is lost. More than two owners is usually a sign someone has been over-promoted.
- Manager for anyone running the counter day to day. The distinction from Owner is user management and settings — a manager can run the whole operation but cannot grant themselves or others more access.
- Staff for the people doing the transactions. They can do the work without being able to reshape the catalogue.
- Prep for workshop and yard staff. It is read-only and shows one screen, which makes it safe on a shared tablet left open in a workshop.
Adding someone
Under Users, invite the person by email and pick their role. They receive an invitation and are prompted to change their password on first login. Password changes are forced before any other screen is reachable, so an initial password cannot linger.
Modules interact with roles
A role grants access to a kind of work; a module decides whether that work exists in your company at all. Both must allow an action. A Staff user in a company without the Services module cannot create service orders — not because of their role, but because the module is off.
This is why a new team member sometimes sees fewer screens than expected. Check the module before adjusting the role.
Leavers
Remove access for people who leave rather than sharing logins. The audit trail on service orders records who changed what, and it is only meaningful if accounts belong to individuals.
Note on company deletion: deleting a company removes all of its operational data — customers, inventory, categories, rentals, orders, service orders and payments. This is a vendor-side action and it is not reversible.