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.

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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.

For a full feature-by-feature breakdown, see the Members documentation.

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.

Can I create custom roles or permissions?

Yes. In addition to three default roles (i.e. Admin, Member, Viewer), you can create custom roles under Settings > Members > Custom Roles. Custom roles let you grant or restrict access to specific actions and features.

Can I see who made changes to my inventory?

Yes. BoxHero logs every transaction with the user, timestamp, and items involved. View this in your Transactions history, or filter by member to see changes recorded by a specific person.

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.

Why can't I submit an inventory count?

Only team Admins can submit or finalize an inventory count. Members and Viewers can be assigned task sheets and complete their counts, but the final review and submission step is reserved for Admins.

Inventory Count

Can I restrict members from viewing certain locations?

No. Permissions apply at the team level, so all members can see every location within their team. If you need location-based access control, we recommend creating a separate team for each location.

Can I restrict access to transaction history?

No. All members can view their team's transaction history. Custom roles don't include restrictions on past data.