Users

The Users section allows you to create, manage, and control access for all users within your organization.

In the private app, Settings → Users is available to Admin and Manager workspace roles; Staff does not see this area in Settings. Invitations use email and an organization role; site, team, and the privilege matrix are shown on the user profile where applicable (profile fields are read-only; privileges reflect the assigned role).

Users

Add, edit, or deactivate users and assign them to roles, teams, and sites.

In Settings → Users → Users, you can:

• View all users
• Filter users by Site
• See:
  • Name
  • Email
  • Role
  • Team
  • Status
• Add or manage users

Inviting a user

1. Click Add User
2. Enter the user’s email and choose their organization role (Admin, Manager, or Staff)
3. Submit the invite — the user receives the invitation email

The invite uses the built-in Admin / Manager / Staff choices. On Enterprise, after the user joins, you can assign a custom role from the Users list when needed.

Name, phone, primary site, and team are not set in this dialog. After they join, their name and phone appear as read-only on the user detail page when available from their account; site and team are shown as assigned. Privileges on the profile are a read-only view derived from the user’s role (not edited cell-by-cell).

Managing a User

Open a user from the list. The detail page has General, Orders, and Activities tabs.

• General
  • Name, email, and phone are read-only
  • Site and team are shown as assigned (not edited here)
  • Role can be updated when you have permission (see Default roles for plan rules)
  • Privileges table: read-only checkboxes reflecting the user’s role (Items module)
• Orders
  • Lists assigned sales, make, and buy orders with filters
  • Reassign orders to another user when you have permission
  • Deactivate user and save/cancel for pending status changes are on this tab
• Activities
  • Currently shows when the user was added to the organization (not a full audit log of every action)

User → General Information

User → Orders

User → Activities

Deactivating a User

Use the Orders tab on the user detail page, then Deactivate user.

• Without Pending Work
  • Confirm deactivation
• With Pending Work
  • Reassign all listed orders to someone else
  • Then proceed with deactivation

This is not optional. If you skip this, you break workflows.

Without Pending Work

With Pending Work

Roles

The Roles section defines what users are allowed to do across FabHub.

Roles control access levels and permissions per module, ensuring that users only perform actions relevant to their responsibilities.

Overview of Roles Page

In Settings → Users → Roles, you can:

• View all existing roles
• See role descriptions
• Create new roles
• Edit existing roles
• Delete roles

Each role represents a predefined permission set that can be assigned to multiple users.

Default Roles

FabHub assigns each user an organization role to determine what they can do across the app. The Settings module maps these to workspace tiers (Admin, Manager, and Staff).

The Roles page lists system roles (and custom roles on Enterprise). Who you can assign on the Users list depends on plan:

• Free and Standard – Only Admin can be selected when assigning membership roles (Manager and Staff are disabled in the dropdown).
• Pro – Admin, Manager, and Staff are all available.
• Enterprise – User assignment uses custom roles from your tenant (managed under Roles), not the same three-option dropdown as Pro.

Role descriptions on the Roles page still summarize Admin, Manager, and Staff; Staff has limited access to Settings overall (see Settings overview).

Creating a Role

Custom roles (a name and permission matrix of your own) require the Enterprise plan. On Free, Standard, and Pro, Create role is gated and opens upgrade options; on those plans you assign users with the built-in membership roles as allowed above.

1. Go to Settings → Users → Roles
2. Click Create role (when unlocked on Enterprise)
3. Enter:
   • Role Name
   • Description
4. Configure Privileges per module:
   • Full Access
   • View
   • Create
   • Edit
   • Delete
5. Click Save

Editing a Role

1. Select a role from the list
2. Update:
   • Role name
   • Description
   • Permissions
3. Click Save

Changes will immediately apply to all users assigned to this role.

Understanding Privileges

Each module (e.g., Items, Inventory, Orders) has permission controls:

• Full Access → All actions enabled
• View → Read-only
• Create → Add new entries
• Edit → Modify existing entries
• Delete → Remove entries

Full Access typically overrides other selections.

Deleting a Role

1. Open the role
2. Click Delete Role
3. Confirm the action

• If the role is assigned to users:
  • You should reassign those users before deletion
  • Otherwise, access inconsistencies may occur

Best Practices

• Define roles before onboarding users
• Keep roles simple and standardized. If you have 15 roles, you already failed
• Use roles based on actual workflows, not job titles
• Avoid mixing responsibilities into one role (e.g., Admin + Operations = bad idea)
• Never give Full Access by default
• Limit Delete permissions to trusted roles only
• Regularly review roles:
  • Remove unused roles
  • Clean up overlapping permissions
• If multiple users need slight variations:
  → Fix the role structure
  → Don’t create “almost identical” roles

Teams

The Teams section allows you to group users based on departments, functions, or operational units (e.g., Production, QA, Operations).

Teams help organize users for:

• Better visibility
• Easier assignment of responsibilities
• Structured operational workflows

Notes

Admins can manage teams across the organization. Managers with access to Settings → Users can manage teams as well. Staff typically cannot open this Settings area; they are assigned to teams by others.

Overview of Teams Page

In Settings → Users → Teams, you can:

• View all teams per selected site
• Filter teams by Site
• Create new teams
• Edit existing teams
• Delete single or multiple teams

Each team includes:

• Team Name
• Description
• Number of Members

Filtering by Site

1. Select a Site from the dropdown
2. The team list will automatically update

This ensures teams are managed within the correct operational location.

Create a Team

1. Click Create Team
2. Enter:
   • Team Name
   • Site
   • Description
3. Click Save

The new team will appear in the list immediately.

Editing a Team

1. Click the Edit icon beside a team
2. Update:
   • Team Name
   • Site
   • Description
3. Click Save

Deleting a Team

• Single Deletion
  • Click the Delete icon
  • Confirm the action
• Bulk Deletion
  • Select multiple teams using checkboxes
  • Click Delete
  • Confirm the action

Warning

This action cannot be undone. Deleting a team removes all member associations within that team.

Team Details Page

Clicking a team opens the Team Details Page, where you can manage:

• Team information
• Lead assignment
• Team members

Managing Team Lead

Each team can have one assigned Lead, representing the responsible user for that team.

Assign or Change Lead

1. Click Change lead
2. Search or select a user from the list
3. Click Update
   • The selected user becomes the new lead
   • If a lead already exists, it will be replaced

Remove Lead

1. Select the current lead
2. Click Remove
3. Confirm the action

Managing Team Members

The Members section shows all users assigned to the team.

Each member includes:

• Name
• Email
• Role
• Status

Add Members

1. Click + Add member
2. Search or select users
3. Move users to the selected list
4. Click Update

Selected users will be added to the team.

Remove Members

• Single or Bulk Removal
  • Select one or multiple users
  • Click Remove
  • Confirm the action

Notes

Removing members will detach them from the team but will not delete the user.

Best Practices

1. Align Teams with Real Operational Units
   • Create teams based on how work actually happens, not just job titles.
   • Good examples:
     • Production
     • Quality Assurance
     • Operations
   • Avoid:
     • Vague or duplicate groupings
     • One-person “teams” unless necessary
2. Keep Team Structures Simple
   • Avoid creating too many small or overlapping teams
   • Use clear and consistent naming conventions
   • Ensure each team has a distinct purpose
3. Always Assign a Team Lead
   • Assign one responsible person per team
   • The lead should act as the point of accountability
   • Avoid leaving teams without a lead unless absolutely necessary
4. Maintain Clean Membership
   • Regularly review team members
   • Remove inactive or irrelevant users
   • Ensure members are correctly assigned based on actual responsibilities
5. Avoid Using Teams for Permissions
   • Teams are for grouping, not access control
   • Always use Roles to manage permissions
6. Use Teams to Support Workflows
   • Align teams with operational processes
   • Use teams to simplify assignment of tasks, orders, or responsibilities
   • Keep team structures consistent across sites where possible
7. Be Careful with Deletions
   • Before deleting a team, ensure members are assigned if needed
   • Understand that deleting a team removes all member associations
8. Monitor Team Health Over Time
   • Watch for teams becoming too large or inactive
   • Split or restructure teams when necessary
   • Keep team composition aligned with actual operations