Managing Employee Permissions in BarTrack

Module and User Group

Module
BarTrack Web (order.bartrack.com) & BarTrack Desktop

For whom
Admins and administrators within ordering organizations

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Why Manage Permissions?

Proper permission management helps you:

• Prevent unauthorized orders

• Define who is responsible for final approval

• Create clarity within teams

• Maintain oversight of projects and inventory

• Work securely with sensitive pricing and order information

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Step-by-Step Guide: Adjusting Employee Permissions

Follow the steps below to manage user permissions.

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Step 1: Log in

Go to order.bartrack.com or open BarTrack Desktop and log in with your account.

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Step 2: Go to Users & Teams

1. Click your username in the top right corner

2. Click “Users & Teams”

3. You will now see an overview of all employees within your organization

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Step 3: Adjust Permissions

1. Find the employee whose permissions you want to change

2. Click the pencil icon on the right

3. Select or deselect the appropriate permissions

4. Click “Save”

Changes take effect immediately.

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Overview of Available Permissions

Below is an explanation of each permission and when to use it.

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Can Approve Orders

This employee can approve orders from colleagues before they are sent to the wholesaler.

Suitable for:

• Team leaders

• Managers

• Purchasing managers

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Approval Required

If this is selected, the employee’s orders must first be approved by someone with the “Can Approve Orders” permission.

Benefit:

• Prevents uncontrolled spending

• Adds an extra level of cost control

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Shared Ordering

Employees with this setting enabled share one collective shopping cart.

This means:

• Items added by one colleague appear for the others

• You collaborate on a single order

• One combined order is placed

Ideal for:

• Teams purchasing together

• Planners and field engineers

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View All Locations

Grants access to inventory information for all locations within the organization.

Suitable for:

• Regional managers

• Planners

• Warehouse supervisors

This helps analyze stock levels and monitor purchasing behavior.

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View All Orders

With this permission, an employee can view all orders within the organization.

This provides insight into:

• Who ordered what

• Which orders are still pending delivery

• Which orders have been completed

• Overall purchasing behavior

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View All Projects

Grants access to all ongoing and completed projects within the organization.

Per project, users can view:

• Added material lists

• Total purchase costs

• Delivery dates

• Delivery addresses

By clicking the eye icon, users can open a detailed overview.

Suitable for:

• Project managers

• Administrative staff

• Management

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Good to Know

• The user who creates the organization automatically becomes the admin.

• You can assign admin rights to multiple employees later.

• Permission changes take effect immediately after saving.

• Permissions can be adjusted at any time.

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Proper permission management ensures that everyone within your organization has exactly the right level of access — no more and no less.

Efficient and secure collaboration starts with clear roles and responsibilities.

If you have questions about setting permissions, our support team is happy to help.