Asset tracking only stays accurate when the people who move the tools are the ones who update the records. Bring the whole team in — and decide who can run the system versus who simply uses it — and the inventory keeps itself honest.
Everyone on the same page
When one person back at the office records every movement, they’re always working from second-hand information and the records lag behind reality. Give everyone their own access and the person holding the tool records where it’s gone, the moment it goes:
- Invite by email. Send an invitation and your colleague sets their own password and signs in — no account admin for you to manage.
- Updates from the field. The person with the tool records the move there and then, from their own phone, so the record matches reality.
- Always current. Everyone contributes little and often, so the inventory reflects what’s actually happening rather than a weekly catch-up.
New starters are productive almost immediately, because the scanner and the mobile views need no real training. Your plan simply sets how many users are included, and you add seats by upgrading as the team grows.
Two roles: Admin and Member
Opening a business system to everyone raises an obvious worry: you want the whole crew scanning and updating assets, but not everyone able to change company settings, remove people, or see the billing. Roles draw that line for you, so you can give everyone access without exposing your setup or your subscription.
- Admins have full control — company settings, the team, billing and the entire inventory. These are the people running the operation.
- Members get on with the real work — add, edit, scan and find assets, run checklists and stocktakes, use everything needed on site — but they can’t reach settings or billing.
Safe to roll out widely
Because Members simply can’t reach your configuration or subscription, there’s no risk of a well-meaning colleague changing a setting they shouldn’t, deleting another user, or stumbling into the billing screen. That removes the main reason businesses hesitate to give everyone access — and it’s giving everyone access that keeps the inventory accurate in the first place. Assigning a role is part of bringing someone on board: invite them, set them as an Admin or a Member depending on whether they need the administrative controls, and adjust their role later if their responsibilities change.
Best Practice: Keep the number of Admins small — the owner and perhaps one or two trusted managers — and make everyone else a Member. And bring the team in early rather than perfecting the inventory first; the sooner everyone is recording from their own phone, the sooner the records stay accurate by themselves.
For the full guide, see Inviting Your First Team Member and Managing Your Team Members and Roles. For roles explained in detail, see User Roles: Company Admin vs. Team Member.