Users per warehouse - Cargoflow Support

Overview

A person can work in several warehouses with a single user. For each warehouse the system stores whether they have access, whether they are active there, and what part they play there (which alerts they receive and whether work can be assigned to them). Permissions, on the other hand, are the same in all their warehouses. This article explains where each thing is managed and how to take someone out of one warehouse without affecting the rest. The big picture is in Working with several warehouses.

Before you start

Admin › Warehouses is for the super admin only.
Users & access requires Configure Users (by default also only the super admin).
The person must already have a user. See Manage users.

Two places for the same thing

	Users & access (user form)	Admin › Warehouses › Manage Users
Give access to a warehouse	Yes: tick the warehouse.	Yes: assign user.
Remove access	Yes: untick the warehouse.	Yes: remove.
Deactivate in one warehouse	Does not work today (the Active checkbox is not saved).	Yes: Active / Inactive switch.
Different part per warehouse	No: sets the general role in all.	Yes: role list per row.
Checks the plan limit	Yes.	No (it only assigns existing users).

Important: saving a user’s form in Users & access re-activates them in all their warehouses and sets the general role in each, undoing what you did in Manage Users. If you manage someone from Warehouses, do not save their user form again, or repeat the adjustment afterwards.

A warehouse’s Manage Users screen

Open Admin › Warehouses and go into the warehouse.
On its record (with the QR code, statistics and recent users) click Manage Users.
To add someone: under assign user, choose the person and the role, and click assign.
In the warehouse’s user table you can, per row: change the role in that warehouse (saved automatically), activate or deactivate, remove (asks for confirmation) or open their record to edit it.

This screen currently follows the system’s default language regardless of yours, and its success messages are in English.

The per-warehouse role

The role chosen on the user form decides their permissions in all their warehouses. The per-warehouse role in Manage Users decides only two things in that warehouse:

whether they get the warehouse alerts aimed at that role (see Notifications per warehouse);
whether they appear in the lists for assigning work.

For example, someone whose general role is supervisor can be set as worker in a small warehouse so they appear in its operator list, without losing their supervisor permissions.

Deactivate, remove or delete

Action	Where	Effect	Use it when…
Deactivate in one warehouse	Warehouses › Manage Users	They cannot enter that warehouse (they see a no-access page), get no alerts there and are not assigned work there. Other warehouses are unchanged.	They stop covering a warehouse for a while.
Remove from the warehouse	User form (untick) or Manage Users (remove)	They lose access to that warehouse. Their history there is kept.	They will no longer work there.
Deactivate the account	User form, Active account	They cannot enter any warehouse. Reversible. Still takes a plan seat.	Sick leave, long holidays, a departure that may be reversed.
Delete	User list or form	They cannot sign in, the plan seat is freed, their email stays taken. Not reversible.	Permanent departure.

Example: a supervisor covering two warehouses

Carlos Ruiz is a supervisor at the Principal warehouse and from October to December also covers the North warehouse.

On his form in Users & access, tick North and save. He now picks a warehouse at sign-in, and the top-bar selector shows both.
In North you don’t want him to get every supervisor alert. Under Admin › Warehouses › North › Manage Users, set his role in that warehouse to worker.
In January, on the same screen, switch him to Inactive in North. He keeps working at Principal unchanged.

If in December someone changes his password from his user form and saves, his North role goes back to supervisor and his North access back to active: repeat step 2 afterwards.

Known limitations

The per-warehouse Active checkbox on the user form is not saved.
Someone whose warehouses are all inactive can still sign in, but lands on a no-access page instead of a clear message.
The top-bar warehouse selector also lists warehouses where they are inactive; choosing one shows the no-access page.

Troubleshooting

I deactivated someone in a warehouse and they became active again.

Someone saved their form in Users & access. Deactivate them again in Manage Users.

They do not appear in a warehouse’s operator list.

They are inactive in that warehouse, their account is deactivated, or their role in that warehouse is not one that gets assignments.

They still get alerts from a warehouse they no longer cover.

Remove them from that warehouse or deactivate them there. Deactivating the account is not enough for email alerts.

FAQ

Can they have different permissions in each warehouse?

No. Permissions (the general role plus extras) are the same in all their warehouses. What does change per warehouse is which modules are on: a billing permission is useless in a warehouse without billing. See Modules, permissions and access.

What about the super admin?

They have access to every active warehouse without being assigned, and appear in every warehouse’s user list.