Adding users to an Orca Scan sheet

You can share an Orca Scan sheet with others by logging into the Orca Scan web app. This allows teammates to help carry out asset or inventory tracking. You can use permissions to limit access and the history log to 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 user 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.

How to switch sheets in the Orca Scan mobile app
How to switch sheets in the Orca Scan mobile app

Set user permissions

When you add a user to your sheet they have read-only 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.

How to set user permissions using the Orca Scan web app
How to set user permissions using the Orca Scan web app

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

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.

How to 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, Orca Scan automatically logs who made that change and using which device in the history log. Every record includes:

Viewing historical changes using the history log
Viewing historical changes using 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 an Orca Scan sheet
How to remove yourself from an Orca Scan sheet

Next steps


Questions about users and permissions?

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

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