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Understanding User Roles & Permissions

This guide provides a detailed breakdown of the permission toggles available in your Role Settings.

In Cheqroom, User Roles are the primary way to differentiate how different team members interact with your workspace. By defining specific permissions, you ensure that every user has exactly the access they need to do their job, balancing security with a simplified user experience.

 

Items & Kits

These permissions control how users interact with your permanent equipment database.

  • View items / kits: Allows users to see the inventory and kits tabs. Without this, equipment is hidden from the user's sidebar.

     

  • Manage items / kits: Grants the power to manually create, edit, or archive equipment and kit structures.

     

  • Import / Export items: Allows bulk-adding assets via CSV or downloading your inventory data for external use.

     

  • Actions: Print labels: This permission allows users to utilize existing PDF templates to print physical labels for gear. It does not grant the ability to design or create new templates (see Settings).

     

  • Actions: Change location / geo position: Allows users to move gear between different storage sites or update their recorded GPS coordinates.

     

  • Flags: Flag / Unflag an item: Permission to add or remove status indicators (e.g., "Broken"). Unflagging is critical for maintenance users to return repaired gear to circulation.

     

  • Comments & Attachments: Controls the ability to write or delete notes and add or remove files (like manuals or receipts) directly on an item's page.

     

 

Custody

Custody is designed for indefinite, long-term equipment loans where a return date is not yet fixed.

  • Take / Release / Transfer item custody: Controls the ability to assign responsibility for an item to a person, take it back, or move that responsibility directly from one user to another.

     

 

Users

Controls access to your team's contact list and their account settings.

  • View / Manage users: Grants access to see the user list and the power to create, edit, or archive user profiles.

     

  • Import / Export users: Allows for bulk-managing the team list via spreadsheet.

     

  • Actions: Generate PDF(s): Allows printing user-specific documents, such as a summary of gear currently in a user's possession.

     

  • Actions: Block / unblock users: Grants the ability to suspend a user's access, preventing them from making new bookings.

     

 

Reservations & Check-outs

These govern the daily movement of gear and determine who can "drive" the booking process.

  • View: Allows users to see upcoming bookings on the list or calendar view.

     

  • Manage: Enables creating, editing, and finalizing bookings.

    • Self-Service roles typically only have permission to manage their own bookings.

       

    • Admin or Front Desk roles can manage bookings for any user in the workspace.

       

  • Allow in the past: Enables users to log a transaction that has already occurred for historical accuracy.

     

  • Extend / Archive: Permissions to move a due date forward on an active loan or move completed transactions to the archive.

     

  • Actions: Ignore conflicts & restrictions: A high-level override. This allows users to bypass warnings for double-bookings, maintenance flags, or restricted Equipment Access Groups.

     

  • Actions: Change colored label(s): Allows users to tag bookings with project or department names for better organization.

     

  • Actions: Generate PDF(s): Enables the creation of professional packing slips or loan agreements based on active templates.

     

Spotchecks, Reports & Settings

  • Spotchecks: Controls the ability to view, manage, or delete inventory audits used to verify physical gear against the digital record.

     

  • Reports: Grants access to the Reports tab to view utilization and financial data, as well as the ability to save or delete custom report templates.

     

  • Settings: Manage settings: Access to workspace-level configurations like Categories, Custom Fields, and Label definitions.

     

  • Settings: Manage Account: The highest level of access, reserved for Account Owners to manage billing, global workspaces, and top-level admins.

     

Best Practices

  • Principle of Least Privilege: Grant users the minimum permissions required for their role to keep the interface simple and secure.

     

  • Own vs. Any: Be mindful of the "Manage" permission scope; most end-users should only manage their own reservations, while staff may need to manage bookings for any user.

     

  • Clone Existing Roles: To save time, hover over a System Role (like "Self-Service") and click Actions > Clone to create a custom role with specific modifications.