Introduction

The video provides an overview of how to create user accounts in GearLog, set permissions, and manage permissions for multiple users at once using user groups.

User Accounts

To access user accounts, navigate to Settings and then User Accounts.

General practices for user accounts:

• When managing a large number of users, you can use the filter panel to control how many users are visible, search by name, or filter by site.
• It is generally recommended not to delete user accounts because it deletes the association with any inspections they have performed. Instead, mark users as inactive and use the filter panel to view them if needed.

Adding a User

When adding a user, the system asks whether to create a Power User or a Normal User.

Power Users have more control by default, while Normal Users have less. The permissions for each can be adjusted.

Options for both Power Users and Normal Users:

• Set the account to active if the user should be able to log in.
• Enter personal details; a unique username is automatically generated but can be adjusted.
• Enter an email address for Gearlog alerts and account creation notifications.
• A phone number is optional and only for your records.
• Set an initial password; users can change or reset it later.
• Select a primary organization and decide if this limits the equipment they can see.
• Decide if the user should only be able to create temporary lists.
• Indicate if the person is a member of staff.
• Choose whether the user should be allowed to import from spreadsheets or export data.
• Determine if the user can access restricted folders.
• Decide if they should be able to manage their own qualifications.
• Choose if they can record inspections for other users.
• Select if the user should be able to manage other users (create accounts and manage qualifications).
• Decide if they can change the default next inspection dates or loan return dates.
• Set the default filter for lists to either show only lists they created or all lists they have access to.
• Specify if the user should receive a welcome email upon account creation.

Site and Document Folder Permissions (for both user types):

• Select the user's primary location (site). You can limit them to seeing equipment only at that site. To see all equipment across the organization, leave the option set to "yes".
• You can limit the documents a user can see by selecting a home folder for them and choosing whether they can see other folders.
• You can allow users to create sites (like rooms and lockers) underneath their primary site.

Power User Specific Options:

• The default setting for deleting information is "no," and it is recommended to restrict this permission to a small number of users or an admin account because deleting equipment is permanent.
• There are options to limit the equipment a user can see to only equipment on certain lists, with a backup option to bypass the limit if they scan a QR code or barcode.
• Power users can use all tools and functions related to managing equipment by default.

Normal User Specific Options:

• For Normal Users, you choose which equipment management functions are available, such as inspections, testing, and recording usage (e.g., you can turn off access to loans, returns, or reservations).
• You must specify exactly which account tools they should see (e.g., the list tool or dashboard scanner).

User Groups

User groups are accessed through the settings menu.

A user group is a collection of users who will be assigned the same privileges.

The user group creation screen contains all the same options as those for individual user accounts.

A user group acts as a template, and any user added to the group will inherit permissions from it, which is helpful when managing large numbers of users with similar permissions.