23. Manage Users: User Roles and Inviting Users
You will need to set up a business account to invite and manage users.
Table of contents for this section
a. Logging into the web system to invite and manage users
c. User Roles
d. User Role required for changing Attributes and Item Types
a. Logging into the web system to invite and manage users
You can invite users and define user roles via the web system. These features are not available on the app.
Start by logging in to the user website with the email address and password you created on the app to define the account. Once logged in, the admin user for the Business account can click on the upper right icon and select Manage Users.
On the resulting Manage Users page, you can see a list of users and select Invite User or Add user.
b. Inviting Users
Select Invite User to specify an email for a new user for the account. They will receive a confirmation email, and instructions for installing and registering with the app. If they do not already have a Scanlily account, it is best for them to first accept this invitation before registering on the app. Otherwise, the user might initially create a Free account. If this happens, the user will need to log out and then back in again to select from this initial free account and the account you invited them to.
c. Adding Users
Choosing Add User allows you to add a user without them getting notified. You will receive an email with a temporary password which you can then email the user to login and then change. This method requires an extra step but can be used to add users who you don't plan to have log in to the system. For example, you may want to use scanlily's "Assigned To" field to assign items to people who don't log into the system. Or you may use Scanlily's booking system to book items on behalf of individuals that don't log into the system.
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d. User Roles
These are the user roles you can select for your invited users:
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.
e. Access Role required for changing Attributes and Item Types
You need to be a Superuser or Administrator to change attributes and create new ones. If you have a Free or a Pro account, you are, by default, a Superuser. If you have a Business account, then you can use the web site to give different users permissions other than superuser.