Roles and permissions
What each role can see and do, and how to grant a single extra permission.
Access in TracEasy is built from roles. A role is a named bundle of permissions; a user can hold several, and what they can do is everything their roles allow put together.
The same check runs in two places — the screen hides what you cannot use, and the server refuses it even if the screen is bypassed. Hiding a button is a convenience, not the protection.
The four broad roles
| Role | Who it is for | What it covers |
|---|---|---|
super_admin | The account owner. | Everything, including deleting invoices and changing an admin’s own roles. Set up by us, never assignable from inside the app. |
admin | Whoever runs the business day to day. | Every module, all settings, users and roles. Cannot permanently delete invoices, and cannot edit their own roles. |
staff | Counter and warehouse staff. | Stock, purchases, billing, parties, suppliers, expenses and payroll. No settings, no user management, no invoice deletion. |
viewer | Someone who only needs to look. | Read-only access to the screens they are granted. |
Granting one permission at a time
Sometimes a person needs exactly one extra ability and nothing else — a senior salesperson who may correct an invoice, or an accountant who may pull reports but should not see billing. For that, assign a granular role on its own.
| Area | Roles you can grant |
|---|---|
| Stock | view_stock, create_stock, edit_stock, delete_stock |
| Invoices | view_invoice, create_invoice, edit_invoice, delete_invoice |
| Payments | view_payments, edit_payment |
| Parties | add_merchant, edit_merchant |
| Expenses | view_expenses, create_expense, edit_expense, delete_expense |
| Payroll | view_payroll, create_payroll, edit_payroll, delete_payroll |
| Analysis and reports | view_sales, view_reports |
| Users | view_user, edit_user |
| Settings | edit_org_settings |
A reports-only login
Give your accountant view_reports and nothing else. They can run and download every register without seeing the billing screens or touching stock.
Permissions that are deliberately narrow
- Deleting an invoice needs
super_adminor an explicitdelete_invoicegrant. An ordinary admin cannot do it, because a deleted invoice takes its number and its stock movement with it. - Editing an expense or payroll row is admin-only, even though staff can create them. A mis-keyed row gets corrected by someone accountable rather than quietly changed.
- Email notification switches stay with admins and are not included in
edit_org_settings, because they control mail sent in your business’s name. - An admin cannot change their own roles. Only a super admin can, which stops an admin quietly granting themselves more.
When someone hits a wall
A user who opens a screen they lack the role for sees a short message rather than an empty page. If someone reports a missing menu item, check their Roles tab first — the menu only shows what their roles allow.
Can I create my own role?
Not from inside the app. The role list is fixed; you combine the existing ones to get the access you want. If you need a combination that is not possible, contact us.
Does giving someone `staff` also give them reports?
Sales analysis, yes. The Reports screen needs admin, super_admin or view_reports.
Someone left. Should I delete or suspend them?
Suspend. Their name stays attached to the work they recorded, and sign-in is refused. See Add your team.
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Last checked against the app on 20 September 2026. Screens change as the product does — if something here does not match what you see, tell us and we will fix the page.