Table of Contents
Business-level users of Scanlily have three methods to control item access: User Roles, User Groups and Shared Action Teams:
1. User Roles
Users on an account can be assigned one of seven roles with different access options. The highest level, Superuser, can invite users and edit all content, whereas the lowest level, viewer, can not edit anything.
Superuser
Users with this role have full access to the account, including billing information and system settings. They can also perform the roles of an Administrator.
Administrator
Users with this role can manage users and teams, set up Addresses, and define Item Types. They can also perform the role of a Scheduler.
Scheduler
Users with this role can create and edit actions for other users, such as checkouts, reservations, and work orders. They can also perform the functions of a Power User.
Power User
Users with this role can edit item information for any item and create lists. They can also perform and edit actions for their teams and other roles of a Standard User.
Standard User
Users with this role can add comments and photos to items and can perform actions for their teams. This includes creating and editing work orders, checkouts, and reservations.
Limited User
Users with this role can view all items for their accounts and can make bookings. They can also attach comments, photos, and audio clips to items.
Viewer
Users with this role can view all items for their account.
The section on User Roles and Inviting users describes the process more thoroughly.
2. User Groups
A User Group is a group of users that can be granted permissions to Categories of Items. You can see them listed and create one on the User Website via the upper right menu icon:
Click on one to add or remove users and to add or remove categories to restrict.
Select a category to restrict and then choose whether the user group should be allowed to Read, Write, Attach to, Book, take Custody or Delete items from that group.
You can manage which of your users are in which user group
3. Shared Action Teams
Shared Action Teams are a special kind of User Group. Team members not only share category access restrictions, but they also get alerts and notifications together. One member of a team can book an item and another can return it.
For example, you might have a team called “Film 101 Group A” that has a joint film assignment. The team members can collectively be notified about a return deadline.
As another example, you might set an alert for when an item is flagged as broken. You can assign this alert to a maintenance team so that multiple people are notified when this happens. Similarly, you might set an alert to a team of workers that triggers when inventory quantities fall below a certain level.
