Roles & permissions
Understand the difference between Admin, Member, and Viewer roles, create custom roles, and learn what each role can and can't access in BoxHero.
What's the difference between user roles?
Section titled “What's the difference between user roles?”BoxHero offers three default roles:
- Admin — Full access, including inviting members, managing billing, and configuring team settings.
- Member — Can view and modify inventory data but can't access admin-only settings like billing or member management.
- Viewer — Read-only access. Can view items, transactions, and reports but can't make changes.
In addition to the default roles above, you can grant or restrict access to specific actions and features under Settings > Members > Custom Roles.
Can multiple users have admin access?
Section titled “Can multiple users have admin access?”Yes. You can assign Admin access to as many team members as you need. This means multiple users will be able to manage billing and team settings.
Do all roles count toward my member limit?
Section titled “Do all roles count toward my member limit?”Yes. Every role — Admin, Member, and Viewer — counts toward your team's member limit. If you only need to share inventory data without adding a paid member, the Inventory Link feature is a free, view-only alternative.
Can I restrict members from viewing certain locations?
Section titled “Can I restrict members from viewing certain locations?”No. Locations are visible at the team level, so all members can see every location within their team — access can't be limited to specific locations.
If you need location-based access control, we recommend creating a separate team for each location and inviting members only to the teams they should access.
Can I limit which items a member can see?
Section titled “Can I limit which items a member can see?”No. Every item in a team is visible to all members. However, you can hide prices and specific attributes with custom roles. See Can I hide certain attributes from members?
Can I see who made changes to my inventory?
Section titled “Can I see who made changes to my inventory?”Yes. BoxHero logs every transaction with the user, timestamp, and items involved. You can view this in your Transactions history, or filter by member to see changes recorded by a specific person.
Why can't I submit an inventory count?
Section titled “Why can't I submit an inventory count?”Only team Admins can submit or finalize an inventory count. Members can be assigned task sheets and complete their counts, but the final review and submission step is reserved for Admins.