Manage users and permissions

Use Users & Access to review existing organization members and manage their organization role, Zapstra Inventory Management access and organization status. These are separate controls: someone can belong to the organization without having permission to edit in Zapstra Inventory Management.

This guide covers people already listed in your organization. To manage users, you need an active organization owner or admin role and Zapstra Inventory Management access that permits editing. Changes involving an owner require an active organization owner.

Understand the three controls

Your team’s job titles do not set permissions. A buyer can have an organization Member role and Zapstra Inventory Management Editor access without becoming an organization administrator.

Review an existing user

1. Go to Home in Zapstra Inventory Management.
2. In Settings and support, select Open settings.
3. Under General, select Users & Access.
4. Find the person in Organization Users and check their name or email. Your own row is marked (You).
5. Review App Access, the status badge and Last active. Where available, select Org Settings to inspect the organization role and permission badges.

An inherited or Default access badge means the app’s member default contributes to that person’s access. A direct app role is an individual setting. An invited or other inactive status is not confirmation that the person can currently use the organization.

Choose an organization role

The standard organization roles provide the following administrative permissions:

Zapstra Inventory Management operational billing separately allows active organization owners and admins with Zapstra Inventory Management access to manage plans and payer changes. See Manage the payer, billing and plan changes.

To change another person’s role:

1. Open Org Settings on their row.
2. Confirm the person’s name and email in Organization Settings.
3. Under Manage Organization Access, choose the required Organization Role.
4. Wait for the result and check the updated role badge.
5. Select Close when finished.

The selection submits the change immediately; there is no separate save button in this dialog. A role change does not replace the need to review the person’s Zapstra Inventory Management app access.

You cannot change your own organization role or status. Only an active owner can promote a person to owner or change an existing owner. The organization must retain at least one active owner. Arrange any ownership change with another authorized owner before removing responsibilities from the current owner.

Change Zapstra Inventory Management app access

Use a person’s App Access selector for an individual exception to the default. For example, a team member who only checks records can use Viewer, while a buyer who maintains purchasing records may need Editor.

The selector offers Admin, Editor, Viewer, Analyst, No Access and Use Default. App roles do not grant organization ownership or organization billing permissions. In particular, Viewer and Analyst do not meet the editing permission required for settings changes.

1. Find the person’s row under Users & Access.
2. Confirm their organization status and identity.
3. Choose the required value in the App Access selector.
4. Wait for the result, then check the app-access badge.

The selection saves immediately. No Access is an explicit removal of Zapstra Inventory Management access for an ordinary member; changing the organization’s default afterward does not remove that individual setting. Use Default removes the individual override so the member inherits the current app default again.

Owner access has additional protections. Have an active owner handle changes involving an owner, and do not use an owner’s own app-access selector as a way to hand over organization ownership.

Set the member default

1. Under General, open App Preferences.
2. Find Default Access Level.
3. Choose Full Access, Read Only or No Access.
4. Select Save changes.
5. Return to Users & Access and review members whose access is inherited.

For members using the default, Full Access corresponds to Editor and Read Only corresponds to Viewer. No Access gives those members no Zapstra Inventory Management access unless they have an individual grant. A default change can affect existing members who inherit it, as well as future members; review those people before saving a more restrictive default. Individual grants remain separate.

Block organization access

Choose the scope deliberately. No Access in App Access concerns Zapstra Inventory Management. Block from Organization concerns the person’s entire organization membership.

1. Open Org Settings for the person.
2. Confirm the identity again and review whether organization-wide blocking is intended.
3. In Organization Status, select Block from Organization.
4. Wait for confirmation, then verify the blocked status badge.

Blocked rows do not offer the same editing controls as active rows. If a blocked person needs access restored, contact an organization owner and Support. Do not create another user record as a workaround. Use the supported blocking action rather than Suspended, which is not available as a working status change in this flow.

Resolve refused or uncertain changes

If an action is refused, check your own active status, organization role and Zapstra Inventory Management app access. A visible selector does not override owner protections or the requirement to retain an active owner.

If a request times out, reload Users & Access and inspect the original person’s row before selecting another value. If the person still cannot access Zapstra Inventory Management, check both organization status and app access; a granted app role cannot make an inactive membership active. Provide Support with the organization, affected user, intended change and exact message shown, without including passwords or sign-in codes.

For profile and language changes, see Manage organization and personal settings. For ownership of subscription charges, see Manage billing.