Users and access

Access in Fisetra has two independent layers, and understanding that they are separate solves most access problems before they start.

Layer	Question it answers	Where it is set
Role	What can this person do?	Access Rights
Assignment	Which assets can this person see?	Per user, on User List

A generous role with no assignments produces a user who can do a great deal to nothing at all. That combination is the single most common access complaint, and it is a configuration issue rather than a fault.

Roles are yours to define

Fisetra has no built-in roles. Your company creates its own, and each role is a set of individual capability switches — view assets, create movement documents, edit the company profile, and so on.

Two companies on Fisetra can both have a role called "Manager" that means entirely different things. There is no shared meaning; there is only what you switched on.

Capabilities are fine-grained. Separate switches control viewing, creating, voiding and configuring, and asset detail tabs have their own view capabilities, so a role can be allowed to see an asset's general details but not its purchase values.

Anything not granted is hidden, not merely disabled. A missing menu entry is a permission, not a missing feature — which is worth telling your users, because otherwise they report it as a bug.

Create a role

Requires the capability to access user roles. Configuration → User Management → Access Rights.

1. Open Configuration → User Management → Access Rights.
2. Select the create option and give the role a name that describes the job — "Warehouse Officer", not "Role 2".
3. Switch on the capabilities the role needs.
4. Save.

Grant what the job needs and nothing more. It is easy to add a capability when someone asks and awkward to take one away afterwards.

Suggested starting points:

Job	Typically needs
Asset recorder	View assets and master data; create additions, changes and movements
Approver	View the relevant document types; nothing that creates them
Read-only / audit	View capabilities only, including reports
Administrator	Master data, configuration, user management and access rights

Editing a role takes effect for everyone holding it, immediately.

Invite people

Configuration → User Management → User List.

1. Open the invitation option and enter the person's email address.
2. Choose the role they will hold.
3. Send.

They receive an email; accepting it creates their account, or attaches an existing account to your company. Pending invitations can be resent or cancelled from the same screen.

Invitations are tied to the address they were sent to, and they expire. See Getting started for the recipient's view.

Set what a user can see

This is the second layer, and the one people forget.

For each user, assign the locations, departments and categories whose assets they may see. On the user's record:

• Assign Location
• Assign Department
• Assign Category

Each of the three also has an "see all" option, granting the whole axis rather than a list.

How the three combine

The three axes are combined with and. An asset must satisfy all three for the user to see it.

WARNING

On an axis where "see all" is off and no assignment has been made, the user sees nothing on that axis — and because the axes combine with and, they see no assets at all.

This is the default for a new user. A newly invited person will find an empty asset list and an empty dashboard until you assign them, and nothing about the interface explains why. Make assignment part of your onboarding routine.

Assignments flow through everything: the asset list, the dashboard, reports, exports and the assets selectable on documents. Two people running the same report can get different results and both be right.

Choosing how to scope

Scope by the axis that matches responsibility. A site manager is scoped by location, a department head by department, a fleet manager by category. Scoping on all three at once is rarely necessary and makes the result hard to reason about — if someone cannot see what they expect, an over-narrow third axis is usually why.

This is also where your master data tree design pays off: assignment is only as precise as your locations and categories allow.

Change someone's role or access

From User List, open the user to change their role, adjust their assignments, or block them.

Changes apply immediately. Someone whose capability is removed while signed in loses access to it at once.

Remove access

Blocking a user keeps their history — documents they raised and approvals they gave stay intact and attributed — while stopping them signing in to this company. That is almost always what you want when someone leaves: the record of what they did must survive.

Blocking is per company. A user blocked in one company keeps access to any others.

Your own profile

Any user can open Profile from the user menu to change their name, avatar and password. Name and avatar are shared across every company; role and assignments are not.

Common problems

Problem	Why	What to do
A new user sees an empty asset list and dashboard	No location, department or category assigned	Assign them, or switch on "see all" for the relevant axis
A user sees some assets but not others	The three axes combine with and	Check all three, not just the obvious one
A menu entry is missing	The role does not include that capability	Grant it in Access Rights
An asset tab is missing	Tabs have their own view capabilities	Grant the specific tab capability
An invitation was never received	Wrong address, expired, or in spam	Resend it from User List
An invitation cannot be accepted	It was sent to a different address	Cancel it and reinvite the correct one
A user still has access after leaving	They were not blocked	Block them from User List
Two people get different report totals	Different assignments	Expected — compare their assignments