Folder Permissions let you control who can see and work with specific parts of your inventory. This helps organisations keep sensitive or location-specific equipment visible only to the right people.
By default, all folders are visible to everyone except Users (limited access).
When Restricted Access is enabled on a folder, only Admins and people you explicitly grant access to can see that folder and the items inside it.
You must use the web app to manage Folder Permissions
How Folder Permissions Work
Default visibility
Admins, Managers, Members
Can see:
all unrestricted folders
Users (limited access)
Can see:
Items assigned directly to them
Folders they’ve been explicitly granted access to
Unrestricted folders are not visible to Users.
See Roles to learn how to assign roles, and the permissions for each role.
Restricted Folder Access
When you enable Restricted Folder Access on a folder:
Only Admins and selected Users/Teams can see the folder
Everyone else loses access immediately
Subfolders and items inside the folder follow the same rule
Restricted Folder Access applies to:
The folder
All subfolders
All items inside
Managing Folder Access
1. Restricting a Folder
Go to Inventory
Click on the three dots on the right of the folder name to open the menu for the folder
Select Update
Select Restrict Folder Access
Choose the Users or Teams that should have access
Click ‘Update Folder’
When a folder becomes restricted:
Access is immediately limited to Admins only
Add Users/Teams to give access back
2. Updating Permissions
To change who can see a folder:
Open the folder’s menu as per step 1 above
Select Update
Add or remove Users or Teams
Click ‘Update Folder’
Changes take effect instantly
3. What Users See
If a user does not have access:
The folder is hidden from their inventory tree
All items inside are hidden (unless directly assigned)
If a user does have access:
The folder appears normally
Items and subfolders inside are visible
Using Teams for Easier Management
For large organisations, assigning permissions individually can become hard to manage.
Instead:
Create Teams (e.g. North Island, South Island)
Add people to the appropriate team
Grant folder access to the team instead of individual users
This way:
Team membership controls access
You don’t need to update folder permissions every time staff change
Teams automatically inherit access anywhere they’ve been added
FAQ
Do subfolders inherit access?
Yes. Restricted Access applies to the folder and everything beneath it.
Can Managers or Members change folder permissions?
Managers can set folder permissions on folders they have access to.
Members cannot make changes to folder permissions.
Only Admins can enable or update Restricted Folder Access.
What happens to items assigned to a user inside a restricted folder?
Users can see the item, but not the folder.
Are Users able to see unrestricted folders?
No. Users only see folders they’re explicitly granted access to.