Managing Users
Control who has access to your ToolEquip account and what they can do with role-based permissions.
User Roles
ToolEquip includes five predefined roles that cover common access patterns:
- Owner — Full access to all features and settings including billing. Cannot be restricted.
- Admin — Full access to all features except billing and account deletion.
- Manager — Can manage tools, users, and locations. Cannot change system settings.
- Employee — Can check tools in and out, view inventory, and submit maintenance requests.
- Viewer — Read-only access to tools and reports. Cannot make any changes.
Adding Users
To add a user to your ToolEquip account:
- Navigate to Users > Add User
- Enter the user's name, email address, and phone (optional)
- Select a role from the dropdown
- Assign them to specific locations (optional — restricts their view to those locations)
- Click Send Invitation
The user receives an email invitation with a link to set up their password. Invitations expire after 48 hours.
Managing Existing Users
From the Users list, you can:
- View user details and activity history
- Edit user roles and location assignments
- Deactivate users who no longer need access
- Reset passwords for users who have been locked out
- Delete users who have left the organization
Teams and Groups
For larger organizations, create teams to manage users more efficiently. Teams allow you to:
- Assign roles and permissions at the team level
- Share tools and locations with specific teams
- Generate team-specific reports
- Streamline onboarding for new team members
User Activity Log
Every user action is recorded in the audit log. You can view:
- Login history with timestamps and IP addresses
- Tools checked in and out by each user
- Changes made to tool records
- Configuration changes
Best Practices
- Follow the principle of least privilege — give users only the permissions they need
- Regularly review active users and deactivate accounts for former employees
- Use Manager role for department heads instead of Admin
- Enable two-factor authentication for Admin and Owner roles
- Train new users on check-in/check-out procedures during onboarding
User Limits by Plan
The number of active users depends on your subscription plan:
- Starter — Up to 2 users
- Professional — Up to 10 users
- Business — Unlimited users
- Enterprise — Unlimited users