User Types & Permissions

ShipEdge Core uses a role-based permission system to control access to features and functions. Understanding user types and permissions helps you manage your team’s access and ensure the right people have the right permissions.

Manager Access Required

User account management is available to Managers (UserWH = 1) or users with Preferences View access. Access User accounts from Preferences Settings > User accounts tab.

Why Understand User Types & Permissions?

Secure Access Control

Control who can access sensitive features like billing, user management, and system preferences. Proper permissions protect your business data.

Team Management

Assign appropriate roles to team members based on their job functions. Warehouse users, processors, and managers each need different access levels.

Operational Efficiency

Grant access only to features each user needs. This reduces confusion and helps team members focus on their specific tasks.

Audit Trail

User permissions create clear audit trails. You can track which users performed which actions in the system.

User Types Overview

ShipEdge Core has three main user levels:

Seller Users (UserLevel 1)

Seller users manage orders and inventory for their accounts. They have two subtypes:

• Seller Admin (User_type = 1): Full seller account access with administrative privileges
• Seller User (User_type != 1): Standard seller account access

Seller users typically work with:

• Order management and processing
• Product catalog and inventory
• Replenishment requests
• Returns and exchanges
• Account settings and preferences

Warehouse Users (UserLevel 2)

Warehouse users handle warehouse operations and fulfillment. They have two subtypes:

• Warehouse Manager (UserWH = 1): Full warehouse access including user management and preferences
• Warehouse User (UserWH != 1): Standard warehouse operations access

Warehouse users typically work with:

• Order picking and processing
• Inventory management and bin operations
• Receiving and put-away
• Shipping labels and carrier integration
• Warehouse reports and analytics

System Admin (UserLevel 3)

System administrators have full system access across all accounts and warehouses. They manage:

• System-wide configuration
• All user accounts
• Platform integrations
• System reports and analytics

System Admin Access

System Admin access provides full control over the entire ShipEdge Core platform. Only grant this access to trusted administrators.

User Permissions

Each warehouse user can have specific view and operation permissions:

View Permissions

Preferences View (PreferencesViewWH)

• Access to Preferences Settings page
• Can manage user accounts (if Manager)
• Can configure warehouse settings
• Warning: Only one user should typically have this permission to avoid conflicts

Orders View (OrdersViewWH)

• Access to order management features
• Can view and process orders
• Can access order reports

Inventory View (InventoryViewWH)

• Access to inventory management
• Can view bins, locations, and stock levels
• Can perform inventory operations

Billing View (BillingViewWH)

• Access to billing and financial information
• Can view invoices and statements
• Can access payment history

Operation Permissions

Manager (UserWH = 1)

• Full warehouse management access
• Can create and edit user accounts
• Can configure warehouse preferences
• Can access all warehouse features

Allow Corrections (allow_recount)

• Permission to perform inventory corrections
• Can adjust bin quantities
• Can create recount requests

User Type Roles

Default (User_type = 0)

• Standard warehouse user role
• Full access to assigned permissions

Receiving (User_type = 10)

• Specialized role for receiving operations
• Focused on receiving and put-away tasks
• Manager permission disabled for this role

Processor (User_type = 11)

• Specialized role for order processing
• Focused on picking and processing tasks
• Manager permission disabled for this role

How to Manage User Accounts

1. Navigate to Preferences Settings

   Click Preferences in the main navigation menu. The Preferences Settings page opens.

2. Open User Accounts Tab

   Click the User accounts tab. You’ll see a table listing all warehouse users.

3. Add a New User

   Click the Add User button. A modal form opens for entering user information.

4. Enter User Information

   Fill in the required fields:

   • User Name: Unique username for login
   • Email: User’s email address (must be unique)
   • Password: Temporary password (12+ characters, 1 capital, 1 number, 1 special character)
   • First Name: User’s first name
   • Last Name: User’s last name
   • Token: Unique token identifier (required, must be unique)

5. Configure Permissions

   Set the appropriate permissions using the toggle switches:

   • Activated: Enable or disable user account
   • Config Preferences: Allow access to Preferences Settings (use with caution)
   • Orders View: Allow access to order management
   • Inventory View: Allow access to inventory management
   • Billing View: Allow access to billing information
   • Manager: Grant warehouse manager privileges
   • Allow Corrections: Allow inventory corrections

6. Set User Type

   Select the user type role:

   • Default: Standard warehouse user
   • Receiving: Receiving specialist (Manager disabled)
   • Processor: Processing specialist (Manager disabled)

7. Save User

   Click Save changes to create the user account. The system validates the information and creates the account if all requirements are met.

Editing User Accounts

1. Open User Accounts

   Navigate to Preferences Settings > User accounts tab.

2. Find the User

   Use the search filters at the top of each column to find the user you want to edit.

3. Click Edit

   Click the edit icon (pencil) next to the user’s row. The user form modal opens with current information.

4. Update Information

   Modify any fields as needed:

   • User information (name, email)
   • Password (click Edit Password to change)
   • Permissions (toggle switches)
   • User type role

5. Save Changes

   Click Save changes to update the user account.

Manager Account Restrictions

Manager accounts (UserWH = 1) have some restrictions:

• User Name and Email cannot be changed after creation
• Password changes require special access
• These restrictions protect critical administrative accounts

Deleting User Accounts

1. Open User Accounts

   Navigate to Preferences Settings > User accounts tab.

2. Find the User

   Use search filters to locate the user account.

3. Click Delete

   Click the delete icon (trash) next to the user’s row.

4. Confirm Deletion

   Confirm the deletion in the popup dialog. The user account is marked as deleted (soft delete) and removed from active users.

User Deletion

Deleted users are soft-deleted (marked as deleted, not permanently removed). They cannot log in but their historical data remains in the system for audit purposes.

Password Requirements

User passwords must meet these requirements:

• Minimum Length: 12 characters
• Capital Letter: At least 1 uppercase letter
• Number: At least 1 numeric digit
• Special Character: At least 1 special character (!@#$%^&*()_+-=[];’:”\|,.<>/?)
• Not Common: Password cannot be a common password

The system validates passwords in real-time as you type. The password field shows validation status.

Best Practices

Limit Preferences View Access

Only grant Preferences View access to trusted managers. Having multiple users with this permission can cause conflicts and security issues.

Use Role-Based Permissions

Assign permissions based on job functions. Receiving specialists don’t need Orders View, and processors don’t need Billing View.

Unique Tokens

Always use unique tokens for each user. Tokens are used for API access and system integrations.

Regular Access Reviews

Periodically review user permissions. Remove access for users who no longer need it or have changed roles.

Strong Passwords

Enforce strong password requirements. Use the system’s password validation to ensure secure passwords.

Activate When Ready

Create user accounts first, then activate them when users are ready to start. This prevents unauthorized access.

Troubleshooting

User Cannot Access Features

Problem: User reports they cannot see certain features or pages.

Solution:

1. Check user’s permission settings in User accounts
2. Verify the specific view permission is enabled (Orders View, Inventory View, etc.)
3. Ensure user account is Activated
4. Check if user has Manager status for full access

Cannot Edit Manager Account

Problem: Cannot change User Name or Email for a Manager account.

Solution: This is by design. Manager accounts have restricted editing to protect administrative access. Contact system administrator if changes are needed.

Password Validation Fails

Problem: Password meets requirements but system rejects it.

Solution:

1. Ensure password is 12+ characters
2. Check for at least 1 capital letter, 1 number, and 1 special character
3. Verify password is not a common password (system checks against common password database)
4. Try a different password combination

Token Already Exists

Problem: Error message says token is already in use.

Solution: Each user must have a unique token. Change the token to a different value. Tokens are used for API access and must be unique across all users.

User Account Not Showing

Problem: Created user account doesn’t appear in the list.

Solution:

1. Check if account is marked as deleted (soft delete)
2. Verify you’re viewing the correct user level (warehouse users only)
3. Check search filters - they may be hiding the user
4. Ensure you have Manager or Preferences View access

Related Documentation

• Profile Setup - Manage your own profile and password
• Navigation Basics - Learn how to navigate ShipEdge Core
• Account Access - Login and authentication