Under Settings → System → Users & Permissions you manage all users of your Pickware Admin and define which areas and features they are allowed to use.
What types of users are there?
In the Users area you will find a list of all existing users and can create new ones. How many users you can have at the same time depends on your booked plan.
Shop owner – This corresponds to the owner of the Pickware account. The shop owner's user data is therefore also changed directly in the Pickware Account.
Administrators – When creating a new user, you can use a checkbox to select whether that person should have administrator rights. Administrators have access to all features in your Pickware Admin and cannot be assigned roles.
Regular users – Here you can individually configure which areas of your Pickware Admin the person should have access to.
What are user roles?
Roles define which areas of the Pickware Admin a user can access and which actions are possible there. A user can have multiple roles at the same time – the permissions of the roles are combined additively. If a role lacks a certain privilege, it can be supplemented by another role.
For each role you can assign general permissions and detailed privileges.
General permissions
They control which areas of the Pickware Admin are visible to the user.
Example: A user only sees the Products area if the corresponding general permission is active.
Detailed privileges
These determine which actions are allowed within an area, e.g. read, edit, create or delete. Example: A user can see the Products area, but without product.write cannot change any product data.
Note: Many ERP features require certain detailed privileges in addition to the general permissions. If a user is missing certain features, always check these permissions first.
A user can have multiple roles at the same time. The permissions work additively: All privileges of the assigned roles are combined.
For a feature to be usable, both levels must always match:
The general permission displays the area.
The detailed privileges control what the user is allowed to do within it.
Some ERP features require several privileges at the same time. If an action cannot be performed even though the associated menu item is visible, this may be due to one or more missing detailed privileges. In this case, an error message appears, which often indicates which privileges are missing. To resolve the problem, add the missing privileges to the user role and try again.
Default roles and custom roles
Pickware provides you with preconfigured roles, e.g. Pickware WMS User. These roles are updated automatically when features are extended and should therefore not be edited.
If you need individual permissions, create a new role or duplicate an existing one. Custom roles remain unchanged during updates.
User role for WMS
The Pickware WMS User role contains all permissions required to use the WMS App. Below you will find an overview of the included permissions.
Basic permissions – This permission must always be assigned. If it was not assigned when saving the user roles, it is selected automatically.
Perform setup – This permission allows the user to set up the WMS App.
Pick any orders – This permission allows the user to select any order for picking. If it is disabled, the user must use the Pick next order button, so that the first order in the list of open orders is always picked.
View purchase prices – If enabled, the user sees the purchase prices of products within the WMS App and the Pickware Admin.
Perform stocktake – Allows using the stocktake feature and creating stocktake entries with the app
Take over picking from another user – As soon as an order is being picked by a user, it is locked so that other devices cannot take it over. If this permission is granted, it is possible to take over an order that is already being picked on another device.
Edit product master data – Allows the user to edit product weight, dimensions and EAN in the WMS App in the Products and bin locations mode. This permission is enabled by default.
Mandatory scanning - Confirm products during picking without scanning – Allows the user to confirm a product during picking by tapping instead of scanning it.
Mandatory scanning - Confirm bin locations during picking without scanning – Allows the user to confirm a bin location during picking by tapping instead of scanning it.
Mandatory scanning - Increase product quantity during picking without scanning – Allows the user to increase the quantity manually instead of scanning each unit individually. This permission is enabled by default and is tied to the permission for products.
Mandatory scanning - Confirm products during packing without scanning – Allows the user to confirm a product during packing by tapping instead of scanning it.
Mandatory scanning - Increase product quantity during packing without scanning – Allows the user to increase the quantity manually during packing instead of scanning each unit individually. This permission is tied to the permission for products during packing.
View sales prices – If enabled, the user sees the sales prices of products within the WMS App and the Pickware Admin.
Perform stock movements – Allows the user to use the stock movements area and thus adjust stock levels with the app
Create goods receipt – This permission allows the user to create goods receipts (free goods receipts, goods receipts for supplier orders) via the WMS App.
Stock goods receipt completely – This permission determines whether a user may stock a goods receipt completely via the app.
This role serves as a complete template for WMS users and can be duplicated if needed to create individual variants.
Making scanning mandatory
The permissions with the prefix Mandatory scanning work the other way around compared to the rest: They allow you to confirm something without scanning. A scanning requirement is therefore not created by granting a permission, but by removing it. This can be done separately for picking and for packing.
If the permission is removed, the respective step can no longer be confirmed by tapping in the WMS App — the user has to scan. For picking, you define this separately for products and bin locations, and you can additionally require that not just one scan, but the full quantity is scanned.
Mandatory scanning during packing
During packing, too, you can require that every item is scanned. This is especially helpful if you collect items using a paper picklist and pack directly at the packing table: In that case, packing is the only point where a scan prevents packing errors. There are two separate permissions for this, independent of those for picking.
If Mandatory scanning - Confirm products during packing without scanning is missing, the user has to scan each product before they can confirm it. Tapping alone does not confirm the product. Even an order with only one product can then no longer be packed by tapping; the product must be scanned.
If Mandatory scanning - Increase product quantity during packing without scanning is missing, the quantity of a product only increases by scanning; every additional unit must be scanned. Plus and minus, All and entering a quantity then do not increase the quantity. Reducing the quantity in a parcel again also works without scanning.
Mandatory scanning during packing applies when packing order by order, on the iPhone and at the packing table with the iPad, and when distributing products into boxes after batch picking. On the iPad, entering the product number in the search field and confirming it counts as a scan.
Note: After the update, all existing roles with WMS basic permissions have both permissions for packing. Nothing changes for packing until you remove them from a role. Mandatory scanning during packing requires an up-to-date WMS App.
Note: Goods receipt, stocktake and stock movements are not affected by mandatory scanning.
You can exclude individual products from the mandatory product scan, for example if they do not have a barcode. To do so, enable the Exclude from mandatory product scan switch on the product in the Information required upon picking section. The product then does not have to be scanned individually, even if the mandatory product scan is active for the user. There is no comparable exception for bin locations.