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Users and roles
Everyone who works in Boxture signs in with their own user. A user belongs to one account, has a main location, and has one or more roles. The roles decide which menus a user sees and which actions they may perform. This page explains how to manage users, what each role allows, and the related tools: impersonation, two-factor authentication and the users import.
Where to manage users
Open Admin › Users & Accounts › Users. Account owners who are not admins see Admin › Users directly.
The users list shows the users of the current account and its child accounts. You can filter and sort on these columns:
| Column | Content |
|---|---|
| Account | The account the user belongs to (only shown when the current account has child accounts) |
| Location | The user's main location |
| First name, Last name, Company name, Email | The user's details |
| Roles | All roles of the user. A role that applies to one account is shown as Account name (Account) role |
| Time zone | The user's time zone |
| State | concept, active or disabled |
| Created at | When the user was created |
The list can also be downloaded as CSV. Users who are neither admin nor account owner of the current account only see themselves in this list.
Who can open this screen
Only admins and users with the Account owner role for the current account can open the users screens. Other users are sent back to the dashboard. Only admins see the Roles tab and the Impersonate action.
Creating a user
- Go to Admin › Users & Accounts › Users and click Create.
- Fill in the Main tab (see below). Email is required and must be unique.
- On the Security tab, enter a password in New password and New password confirmation.
- Admins: on the Roles tab, choose a Role (and for account owner roles, the account in For).
- Click Save (or Save and continue editing).
- Click Activate in the card menu. A new user starts in the state
conceptand cannot sign in until activated.
The user is created in the account you are currently working in. To create a user for a child account, switch to that account first.
Main tab
| Field | What it does |
|---|---|
| Avatar | Profile picture shown in the interface |
| Available | Marks the user as available for work. Only available users can be selected when assigning a pick list. The mobile app switches this on when the user signs in and off when they sign out. |
| First name, Last name, Email, Company name | User details. Email is the sign-in name. |
| Location | The user's main location. Only locations the user can access can be chosen. |
| Default packing bin location | The bin location (with purpose Packing, in the main location) that is pre-selected when this user packs an order. See Packing. |
| Time zone | Used to show dates and times to this user |
| Start week on | First day of the week in date pickers for this user. When empty, the account setting Internationalization › Week start applies. |
Roles tab
The Roles tab adds one role per save: choose the role in Role and click Save. Repeat to add more roles. The roles a user already has are shown in the Roles column of the users list.
- For Account owner and Shopify account owner, the For field becomes active: choose the account the user owns. The role applies to that one account only. A user who should own a parent account and its child accounts needs the role for each of those accounts.
- All other roles apply everywhere the user has access (they are not limited to one account). The For field stays disabled.
- The Super user role is only offered to users who are super users themselves. Adding Super user automatically adds Admin as well.
Security tab
| Field | What it does |
|---|---|
| Two factor required | When switched on, the user must set up two-factor authentication. See Two-factor authentication. |
| New password, New password confirmation | Sets a new password. Both must match. Leave empty to keep the current password. |
| Accessible locations | Restricts the user to the selected locations. When empty, the user can use every location that belongs to, or is shared with, the accounts the user can access. |
User states
| State | Meaning | How to get there |
|---|---|---|
concept | Newly created, cannot sign in | Creating a user |
active | Can sign in | Activate (from concept or disabled) |
disabled | Cannot sign in | Deactivate (from active) |
A user can only sign in when the user is active and their account is active or inactive (an account that has been deactivated blocks all its users; see Accounts). Disabling a user keeps all history (orders, pick lists, transaction logs) intact; it is the way to remove someone's access.
TIP
You cannot edit a super user unless you are a super user yourself. Every user can always edit their own profile through the profile menu.
Roles
Boxture has these roles. The names are the ones shown in the Roles tab and in the users import.
| Role | Intended for |
|---|---|
| Super user | Boxture staff. Everything an admin can do, plus super-user-only screens: Admin › Mobile apps and the Modules settings group. Only a super user can give someone the Super user role. |
| Admin | Boxture or 3PL administrators. Full access, including the complete Admin menu, Settings and impersonation. |
| Warehouse associate | Warehouse staff who may do all warehouse work: allocate, pick, pack, ship, receive, build kits, adjust inventory, plan and assign pick lists. |
| Account owner | A client of the warehouse who owns an account. Manages its own orders, products and users, but not warehouse execution. Applies to the account chosen in For. |
| Shopify account owner | Same as Account owner, for accounts created through the Shopify app. The Customers and Vendors menus are hidden for this role. |
| Pick list planner | Creates and manages pick list plans, creates pick lists from orders and assigns pick lists to pickers. |
| Picker | Picks pick lists (web and mobile), puts pick lists on hold. |
| Packer | Packs orders (web and mobile). |
| Shipper | Ships shipments, requests labels, registers delivery and tracking information. |
| Receiver | Receives purchase, return and transfer orders. |
| Kitter | Builds kit orders. A kitter cannot confirm or cancel orders. |
| Replenisher | Performs replenishment from the mobile app. |
| Bulk pack and ship | Uses Orders › Bulk pack and ship. |
| Reporting | Sees the Reporting menu. |
| Billing admin | Sees the Admin menu with the Exceptions item. |
| Billing | Reserved for billing; there are currently no billing screens in the menu. |
Most roles are additive: a user with Picker and Packer may do both. Warehouse roles are usually combined with a main location and, if needed, Accessible locations to limit where someone works.
Permission table
The table below shows which role may perform each action. "AO" means Account owner or Shopify account owner for the current account. Admin includes Super user. A dash means the role does not grant the action (the user may still get it from another role).
Actions also depend on the state of the record: for example, an order can only be allocated when it is in a state that allows allocation. The order lifecycle explains those states.
Menus and screens
| Menu or screen | Admin | Warehouse associate | AO | Other roles |
|---|---|---|---|---|
| Orders, Shipments, Products, Customers, Vendors, Tickets | Yes | Yes | Yes (Shopify AO: no Customers/Vendors) | Yes |
| Pick lists | Yes | Yes | - | Pick list planner, Picker |
| Containers, Inventory items (per bin location) | Yes | Yes | Only if the user also has another role | Any other role |
| Inventory | Full inventory | Full inventory | Full inventory | Full inventory |
| Reporting | Yes | Yes | Yes | Reporting |
| Admin menu | Complete | - | Users only | Billing admin: Exceptions |
| Admin › Settings | Yes | - | - | - |
| Admin › Mobile apps (managing app builds) | Super user only | - | - | - |
| Mobile apps (download page in sidebar) | Yes | Yes | Only if the user also has another role | Any other role |
Orders
| Action | Admin | Warehouse associate | AO | Specific role |
|---|---|---|---|---|
| Create and edit orders | Yes | Yes | Yes | Any user |
| Confirm | Yes | Yes | Yes | Any user except Kitter |
| Cancel | Yes | Yes | Yes | - (never Kitter) |
| Allocate, Unallocate | Yes | Yes | Yes | - |
| Hold (manual hold) | Yes | Yes | Yes | - |
| Pick (create pick list from order) | Yes | Yes | - | Pick list planner |
| Unpick | Yes | Yes | - | - |
| Pack | Yes | Yes | - | Packer |
| Unpack | Yes | Yes | - | - |
| Build (kit orders) | Yes | Yes | - | Kitter |
| Receive | Yes | Yes | - | Receiver |
| Anonymize | Yes | Yes | - | - |
| Retire (remove inventory orders) | Yes | Yes | - | - |
| Bulk pack and ship | Yes | - | - | Bulk pack and ship |
| Import orders | Yes | - | Yes | - |
Order actions also require the order's account to be active.
Pick lists and pick list plans
| Action | Admin | Warehouse associate | AO | Specific role |
|---|---|---|---|---|
| View pick lists | Yes | Yes | - | Pick list planner, Picker |
| Pick | Yes | Yes | - | Picker |
| Unpick | Yes | Yes | - | Picker |
| Hold | Yes | Yes | - | Picker |
| Assign | Yes | Yes | - | Pick list planner |
| Unassign, Cancel | Yes | Yes | - | - |
| Replenish | Yes | Yes | - | Replenisher |
| Create, edit, activate, disable and release pick list plans | Yes | Yes | - | Pick list planner |
When you assign a pick list, the user list shows active, available users with the Admin, Pick list planner, Picker or Warehouse associate role who have access to the location.
Shipments
| Action | Admin | Warehouse associate | AO | Specific role |
|---|---|---|---|---|
| Edit shipment | Yes | Yes | - | - |
| Ship, Label, Shipped, Deliver, Proof of delivery, Tracking info | Yes | Yes | - | Shipper |
| Anonymize | Yes | Yes | - | - |
Inventory, products and master data
| Action | Admin | Warehouse associate | AO | Specific role |
|---|---|---|---|---|
| Adjust inventory (up and down), edit inventory items | Yes | Yes | - | - |
| Move inventory, container actions (put, take, split, merge, open, close, move, retire) | Yes | Yes | Only with another role | Any other role |
| Create and edit products, product categories, customers, vendors | Yes | Yes | Yes | - |
| Publish, expire, republish products | Yes | Yes | Yes | - |
| Import products, import users | Yes | - | Yes | - |
| Other imports (bin locations, totes, packing materials, container moves) | Yes | - | - | - |
Mobile app menu
| Mobile menu item | Who sees it |
|---|---|
| Picking | Users who may pick or replenish (Admin, Warehouse associate, Picker, Replenisher) |
| Packing | Admin, Warehouse associate, Packer |
| Inventory moves | Users with any role other than only Account owner / Shopify account owner |
Users and administration
| Action | Admin | AO | Others |
|---|---|---|---|
| Open the users list and create/edit users | Yes | Yes, for the owned account | Only their own profile |
| Assign roles | Yes | - | - |
| Assign the Super user role, edit super users | Super user only | - | - |
| Impersonate | Yes | - | - |
| Reset 2FA, activate, deactivate users | Yes | Yes | - |
| Accounts, locations, bin locations, totes, packing materials, carriers, channels, service types, shipping methods, holidays, reasons | Yes | - | - |
| Settings, integration, imports overview, messaging, papers | Yes | - | - |
Impersonation
Admins can sign in as another user to see exactly what that user sees, for example to reproduce a problem.
- Open the user in Admin › Users & Accounts › Users.
- Click Impersonate in the card menu. The option is only shown for active users and when you are not already impersonating someone.
- Boxture signs you in as that user and opens the dashboard. Everything you do is done as that user; the transaction log records you as the original user, so admins can see who really performed an action.
- To return, open the profile menu and click Stop Impersonating. You are signed back in as yourself, your previous account and location are restored, and you return to the user's page.
You can only impersonate users of accounts you can access.
Two-factor authentication
Two-factor authentication (2FA) adds a one-time code from an authenticator app to the sign-in.
- Requiring 2FA: switch on Two factor required on the user's Security tab. The next time the user uses Boxture, they are taken to the Enable Two factor authentication page with a QR code. They scan it with an authenticator app and enter the code to confirm. From then on, signing in asks for a code after the password.
- Reset 2FA: when a user has lost their phone or authenticator app, open the user and click Reset 2FA in the card menu. This removes the user's 2FA secret and switches off the code requirement. If Two factor required is still on, the user is asked to set up 2FA again (with a new QR code) at their next sign-in.
Importing users
Many users can be created or updated at once with the users import: on the users list, click Import. The general import process is described in Imports.
The user import supports these columns:
| Column | Notes |
|---|---|
| Record ID | Fill in to update an existing user; leave empty to create a new user |
| Avatar | URL (http, https or ftp) of an image |
| Available | Yes/No. Empty means not available. |
| First name, Last name, Email, Password, Company name | User details |
| Location | Name or ID of a location of the current account |
| Default packing bin location | Name or ID of a bin location in that location |
| Time zone, Week start | As on the Main tab |
| Roles | Role names as shown in the role list, separated by commas, e.g. Picker,Shipper |
| For | Account names for the roles, in the same order, separated by commas. Leave a position empty for roles without an account, e.g. ,,Account1 |
| Accessible locations | Location names or IDs, separated by commas |
| State event | For example activate to activate new users or disable to deactivate them |
Roles in the import are added to the user's existing roles; existing roles are not removed. Users are created in the current account.
Related pages
- Accounts – account hierarchy and the account switcher
- Locations – which locations users can access
- Signing in