How to add users and manage permissions

You can add users to your sheets to help you carry out asset or inventory tracking and use permissions to limit access and track user activity.

Please note: only sheet owners can add users to a sheet.

Add a user to a sheet

A user is defined as one personalized email address, for example firstname.surname@companyname.com; users will be asked to verify their email address so this account must exist.

A users must register for an Orca Scan account before they can be added to a sheet, they can do this in two ways:

  1. Download the Orca Scan barcode app on their mobile device
  2. Register via the Orca Scan web application

How will users access the sheet?

Once added to a sheet, they can find it in the sheet overview on their mobile device.

Where users will find sheets shared with them
Where users will find sheets shared with them

Set user permissions

When you add a user to your sheet the have readonly access (they can scan and view data, but unable to make changes). You can set permissions on an individual user basis, to grant specific access to certain members of your team.

Preview of Orca Scan user permissions
Preview of user permissions
Permission Description
Can Update User can make changes to existing data and add new items
Can Delete User can delete an item from the sheet
Can Export User can export sheet data from both the web and mobile
Can Admin User can add, update, delete, export and alter sheet structure

If you only want users to modify select fields or hide fields altogether, read more about the field settings in the customization guide.

Remove a user from a sheet

To remove a user from an Orca Scan sheet, simply:

  1. Login to the Orca Scan web application
  2. Select the relevant sheet
  3. Click the Users button on the toolbar
  4. Click the X to the right of the user you want to remove

That's it. The sheet will be removed from all devices belonging to that user.

remove a user from a sheet
How to remove a user from a sheet

Track user activity

When a barcode is scanned and changes are made we automatically log them in the history log. Every record includes:

  • What action was carried out - an update or a created item.
  • A timestamp for when the barcode was scanned and the update was made.
  • The user ID and the device that was used to carry it out.
Viewing the transactions in the history log
Viewing the transactions in the history log

Read more about audit trails and traceability benefits.

Removing yourself from a sheet

To remove yourself from a sheet someone has shared with you, login to the Orca Scan web application, right click the sheet tab and hit Remove sheet.

How to remove yourself from a sheet
How to remove yourself from a sheet

Next steps

Questions about users and permissions?

We're always happy to help, chat with us live or drop us an email.