User Management
User management controls who can access Asset Manager and what they're allowed to do.
Roles
Each user is assigned a role that determines their access level. The three primary roles are System Administrator, Data Administrator, and Standard User. Additional specialized roles provide more targeted access:
| Role | Access |
|---|---|
| System Administrator | Full access to all settings, users, subscription, and data |
| Data Administrator | Can manage assets, people, vendors, selection fields, and imports — but not system settings or users |
| Standard User | Can manage assets, people, and vendors in day-to-day operations |
| Custodian | Can check in, check out, transfer, and audit assets. Can create service logs |
| Service Manager | Can manage service items and service logs |
| Auditor | Can view assets, perform audits, and generate reports |
| Viewer | View-only access to all records and reports |
Inviting Users
- Navigate to Admin > Users.
- Click New.
- Enter the user's email address and select their role.
- Click Save.
The user receives an email invitation with a link to set their password and log in.
Editing User Accounts
Open a user record to update their role, email address, or status. You can also:
- Deactivate a user to prevent them from logging in without deleting their account.
- Resend the invitation if the original email was lost.
- Reset their password — the user receives an email to set a new password.
Linking Users to People
A user account can be linked to a person record. This connects the login identity to the personnel record so the system can automatically identify the user in check-out and custodian fields.
Create user accounts only for people who need to log in. Other personnel (e.g., employees who are assigned assets but don't use the software) only need a person record.