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Controlling who can do what inside InventoryHQ is essential for keeping your operation organized and your data trustworthy. When field workers can only access what they need, and managers retain oversight of the full system, every movement stays accounted for. InventoryHQ uses a straightforward role-based permissions system designed for the way roofing and trades teams actually work.

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User Roles

InventoryHQ has two primary user roles. Every person you add to your account is assigned one of these roles.

Manager

Full access to all features across the platform — inventory, equipment, jobs, reports, settings, billing, and user management. Managers can add and remove users, change roles, and view all activity across all locations.

Installer / Field Worker

Focused access for crew members in the field. Field workers can log material usage, view their assigned jobs and equipment, and update task statuses. They cannot access reports, settings, or other users’ data.

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What Each Role Can Do

The table below summarizes the key access differences between the two roles.
Field workers only see the jobs and equipment explicitly assigned to them. They do not have visibility into other crew members’ assignments, company-wide inventory levels, or any financial data.

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Adding a New User

1

Go to Settings

From the main navigation, select Settings, then choose Users from the left-hand menu.
2

Click Invite User

Select Invite User in the top-right corner. Enter the person’s name and email address.
3

Assign a role

Choose either Manager or Installer / Field Worker from the role dropdown. You can change this later at any time.
4

Send the invitation

Click Send Invite. The user receives an email with a link to set up their own password and log in for the first time.

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Changing a User’s Role

1

Go to Settings > Users

Navigate to Settings and select Users from the menu.
2

Find the user

Locate the team member whose role you want to update. Use the search bar if your team is large.
3

Edit their role

Click the user’s name to open their profile, then select Edit Role. Choose the new role from the dropdown.
4

Save the change

Click Save. The change takes effect immediately — the next time that user loads a page, they will see the updated access level.
When a field worker is promoted to a lead or supervisor role, update their permissions in InventoryHQ at the same time so their access reflects their new responsibilities right away.

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Why Permissions Matter

Loose access controls create accountability gaps. When everyone can edit anything, it becomes impossible to know who made a change or why. InventoryHQ’s role separation ensures that:
  • Field workers are accountable for their own activity — they log what they use and what they have, but they can’t alter records beyond their scope
  • Managers maintain a clear audit trail — every action in the system is tied to the user who performed it
  • Sensitive data stays protected — job costing, margins, and billing information are visible only to managers
Each user logs in with their own credentials, so every action — from checking out a drone to logging materials used — is attributed to a specific person.
The Core Plan includes 5 users at no extra cost. If your team grows beyond that, additional users can be added for $19/month per user. See Billing & Plans for full pricing details.