Copy user permissions to several users at once

A user in Lagerdrift can be set up with around 60 separate permissions, on top of settings for the mobile app, storage sites and notifications. Setting up five new fitters by hand means doing the same job five times, and if you get one tick wrong, you find out when somebody cannot find their button out on site.

There is a faster way: set one user up correctly, and copy their permissions and settings to as many users as you like, in a single operation.

In short, it takes four steps:

Open Company → User Administration.
Select the template user and click Copy Permissions and Settings.
Select the users who should receive the same permissions.
Click Set Permissions and Settings and confirm.

Who can do this? The function requires administrator rights for user administration. Without them, the buttons are not available to you.

Step 1: Open the user list

Go to Company → User Administration in the menu on the left of the web app. This lists every user in the company, and the buttons you need sit in the action bar above the list.

The user list in the Lagerdrift web app, with User Administration in the menu on the left — **Step 1:** **Company → User Administration** in the menu on the left. The action bar above the list holds the buttons for copying and setting permissions.

Step 2: Copy from the template user

Find the user who is already set up exactly the way you want, typically an experienced fitter or a warehouse employee with exactly the access the role needs.

Select one user in the list. The button only works when exactly one user is selected. With none or several selected, it stays greyed out.
Click Copy Permissions and Settings in the action bar.

The user list with one user selected and the tooltip «Copy Permissions and Settings» in the action bar — **Step 2:** Select the template user and click **Copy Permissions and Settings**. The buttons in the action bar show their name when you hover over them.

The list clears itself, and that is intended. As soon as you have copied, the selection is cleared. This is not a failure: the app simply tidies the selection so you can pick the recipients without dragging the template user along. The copy is held safely until you are done with the next step.

Step 3: Select the users who should receive the permissions

Now select the recipients: one, five or the whole crew all at once. This is where the time is actually saved: the job is equally short whether one user or fifteen users need the same setup.

The action bar where the Set Permissions and Settings button shows the email address of the user it was copied from — **Step 3:** The **Set Permissions and Settings** button shows the email address of the template user, here *post@company.com*. That is how you see you are about to copy from the right person.

Check you have the right template: the Set Permissions and Settings button displays the email address of the user you copied from. If the wrong address is shown there, you copied from the wrong person. Go back to step 2 and copy once again.

Step 4: Set the permissions and confirm

Click Set Permissions and Settings.
You are asked "Confirmation: Set copied permissions and settings to selected users". Confirm with Yes.
The message "Success: Permissions and settings set for selected users" confirms it is done, and the list refreshes.

The confirmation dialog for setting the copied permissions and settings on the selected users, with the Cancel and Yes buttons — **Step 4:** The confirmation appears before anything changes. Click **Yes**, and the permissions are set on all the selected users at once.

What actually gets copied?

The transfer takes over far more than just the ticks in the permission list. In short: everything about what the user is allowed to do and how the app looks for them, but nothing about who the user is. Name, email and password are all left untouched.

See the full list of what comes along

The permissions: the whole set of function rights in the system.
Administrator status, and the individual administrator roles: user, storage site, location, supplier and customer administrator.
Access to the web app and to the web scanner.
Tool rights: whether the user can repair and return tools.
Purchase prices: whether prices are hidden from the user.
Booking rules: whether taking stock from the main location is blocked, whether material bookings can only be made in the user's own name, and whether the user only sees their own consignments.
Tasks: whether the user sees all tasks or only their own.
The mobile app layout: the favourites, and which parts of the app are hidden: lists, scanner, favourites and the individual quick functions.
Notification settings: for example an email when a material is added to the shopping cart.
The storage sites the user has access to.
The permission groups: that is, which materials, tools and keys the user gets to see at all.

Three things to know before you click

1. It overwrites — it does not merge

The recipient's previous setup is replaced by the template user's. This applies to storage sites as well: the user's existing sites are removed, and the template user's are put in their place. If one of the recipients has access to a warehouse the template user does not, they lose it. So check that the template user has every storage site the recipients need.

2. Administrator status comes along

Copy from an administrator and all the recipients become administrators. An administrator has full access to all functions, and the remaining permission settings therefore become irrelevant. This is the most common way to hand out too much access by accident, so use an ordinary user as your template, not your own admin account.

3. You cannot set permissions on yourself

Your own user cannot be a recipient. If you are selected in the list, the button becomes unavailable. This is a safety mechanism: it stops an administrator accidentally removing their own access and locking themselves out. To change your own permissions, another administrator has to do it.

Building good template users

The function becomes genuinely useful once you have one template per role. Setting up a new employee then takes under a minute, however many ticks the role consists of.

Set up one user per role, for example fitter, warehouse employee and warehouse manager. Give them names that are easy to spot in the user list.
Use a real user that works. The best template is a colleague who has been working in the system for a while without missing anything, because then you know the setup holds up in practice.
Test on one user first. Copy to one person, ask them to open the app and confirm everything they need is there. Then run the rest.
Repeat when things change. If the role changes, update the template user and copy out again to everyone in that role. That keeps the setup consistent over time.

The Permissions tab of a user: access, what the user may do and what the user may manage — The **Permissions** tab on the template user itself. This is the setup that gets copied, and it decides which menus and buttons the recipients see in the app.

New users first? Creating users (name, email and password) is covered in the getting-started guide. Create the users there first, and give them permissions with the copy function afterwards.

Frequently asked questions

Can I copy from several users at once?

No. Copying is done from one template user at a time, and the button is unavailable if you have selected several. It is the receiving side that can be many: one template out to as many users as you like.

Are name, email or password overwritten?

No. The user's identity is left completely alone. What transfers is the permissions and settings: what the user is allowed to do, and how the app behaves for them.

What happens to the permissions the recipient had before?

They are replaced by the template user's settings. The function does not add permissions on top of the existing ones. It makes the whole setup identical to the template user's. That includes which storage sites the user has access to.

Why is the button greyed out?

There are three common reasons: you have not selected exactly one user when copying, you have not copied from anyone yet when setting, or you have selected your own user among the recipients, since your own permissions cannot be changed.

Can I undo it?

There is no undo button for the operation. If it has been run on the wrong users, you correct it by copying from the right template again. That is why it is worth testing on one user before running the whole list.

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