StokTakipInventory System

Permissions and approvals: you decide who can change what

As a team grows, a stock system where anyone can change anything becomes a risk. In StokTakip every team member works under a role, and sensitive actions go through a manager's approval.

When everyone can change everything

A product deleted by mistake, a wrong price or an unnecessary stock adjustment causes damage and arguments when nobody knows who did it.

On the other hand, routing every action through a manager slows work down. What's needed is a setup where people do their own work but sensitive changes are checked.

Roles, per-person permissions and approvals

StokTakip has seven built-in roles: system admin, manager, accountant, warehouse manager, procurement, sales rep and staff. Each role has default permissions, set separately for products, stock, orders, reports and system actions.

When a role is too narrow or too broad for someone, you can grant them an extra permission or revoke one; that setting applies to that person only.

Sensitive actions such as deleting products, changing prices, adjusting stock, and managing roles and users require approval. When someone whose permission requires approval does one, it doesn't take effect right away; an approval request is created. If a system admin approves it on the Approvals screen, the action is carried out automatically; if rejected, it isn't. Every request is kept with who asked, who decided and when.

How it works

  1. Assign roles

    Give each member the right role on the Team screen.

  2. Fine-tune permissions

    Grant or revoke individual permissions for a member when needed.

  3. Review requests

    Check pending requests on the Approvals screen and approve or reject them.

  4. Keep track

    See approved and rejected requests in their own tabs.

Details

  • Seven built-in roles and per-module permissions (products, stock, orders, reports, system).
  • Grant or revoke permissions per person.
  • Actions requiring approval: deleting products, changing prices, adjusting stock, managing roles, managing users.
  • Approved actions run automatically; the result is saved on the request.
  • A deleted team member's account can be restored for 30 days.
  • Organization ownership can be handed to an active member.

In practice: setting up roles and approvals

Give each person the narrowest role that lets them do their job: warehouse manager for warehouse staff, sales rep for the sales team. When a role falls short, grant the one missing permission instead of changing the whole role.

Use approvals for actions that are hard or costly to undo. Requiring approval for price changes stops a mistyped campaign price from going live; requiring it for stock adjustments stops count differences from being closed unchecked.

Check the Approvals screen regularly: a pending request means a colleague's work is waiting. Approved and rejected requests are kept in their own tabs, so you can always look back at who asked for what.

When you delete the account of someone who left, it stays restorable for thirty days. If ownership of the organization needs to change, transfer it to an active member from the Danger Zone in Settings.

Review permissions now and then: per-person grants left over from someone's previous job pile up over time, and checking roles and overrides on the Team screen is the easiest way to close access that's no longer needed.

Frequently asked questions

Do a system admin's actions need approval too?

No. A system admin has every permission and is the one reviewing approval requests; their actions take effect directly.

Can I give someone a permission outside their role?

Yes. You can grant an extra permission or revoke one that comes with their role; it only affects that person.

What happens to a rejected request?

The action isn't carried out and the request is kept as rejected; the requester can see the outcome.

How do I add a new team member?

Sending invitations from the app isn't available yet; write to [email protected] to add team members. Once added, you manage their role and permissions on the Team screen.

Who reviews approval requests?

Users with the system admin role. They see pending, approved and rejected requests in separate tabs on the Approvals screen.

Can I bring back a deleted team member?

Yes. A deleted member's account can be restored from the Team screen for 30 days; after that it's permanently deleted.

Related features

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