Inventory systems hold sensitive data, stock values, supplier flows and shrinkage records, so not everyone should see or edit everything. TrueStock ships with role based access control that takes minutes to configure and saves months of headaches.
The built-in roles
- Owner or Admin: full control, including plan, billing, integrations and user management. Keep this to one or two people.
- Warehouse Manager: approves inward and outward documents, resolves gate alarms, closes audits and views all reports for assigned warehouses.
- Operator: tags stock at the UDR102, executes movements and runs handheld counts on the C-72. Cannot edit master data or approve variances.
- Auditor or Accountant: read only access to reports, reconciliation and exports. Ideal for your CA during year end.
How to add a user
- Log in to truestock.app as an admin and open Settings, then Users.
- Click Add User, enter the name, mobile number and email.
- Select a role and, on multi-warehouse plans, tick the warehouses the user may access.
- Save. The user receives an invite to set a password, and handheld logins use the same credentials.
Permission principles that work
- Grant the minimum role needed for the job. You can always raise it later.
- Give every staff member an individual login. Shared logins destroy the audit trail, and the activity log records who did what only if identities are real.
- Restrict variance approval to managers, since this is where theft is most easily hidden.
- Deactivate users the day they leave the company. Deactivation preserves history while blocking access.
Plan limits
User limits vary by plan, with Starter suited to small teams and Enterprise supporting unlimited users. If you hit a limit, upgrading from the client portal takes effect immediately. For help designing roles for a larger operation, raise a ticket with Tech Guru IT Solutions.
