User rights explained

You can manage users' rights from Admin - Users page, or by using the help of user groups.

This guide goes through the default meanings for each user rights. Please note that to some of them, there may be an additional setting to advance them.

Each module or page follows same three-level principle: None, Reader, or Editor. Based on the page, these may vary on the possibilities.

Admin Module & Subsections

Admin

  • None → Cannot see Admin module.
  • Reader → Cannot see Admin module.
  • Editor → Full access: view, add, and edit information on pages behind the module.

If a user has None or Reader rights, you can grant access separately to specific pages. See section: Sub-rights.

Sub-rights:

  • Users
    • None → Cannot see Admin → Users.
    • Reader → Can see but not edit.
    • Editor → Full access: view, add, and edit users.
  • User Groups
    • None → Cannot see Admin → User groups.
    • Reader → Can view but not edit.
    • Editor → Full access: view, add, and edit user groups.
  • Departments
    • None → Cannot see Admin → Departments.
    • Reader → Can view but not edit.
    • Editor → Full access: view, add, and edit departments.
  • Locations
    • None → Cannot see Admin → Locations and cannot open location pages from item cards.
    • Reader → Can view but not edit.
    • Editor → Full access: view, add, and edit locations.
  • Locations → Change history
    • None → Cannot see update history on location's page.
    • Reader → Can view history on location's page. Note! Requires at least reader access to Locations.
    • Editor → Can view history (no extra privileges beyond Reader). Note! Requires at least reader access to Locations.
  • Model Categories
    • None → Cannot see Admin → Model categories.
    • Reader → Can view but not edit.
    • Editor → Full access: view, add, and edit model categories.

Additional rights behind Admin module:

Seen only if organisation wants to use these functionalities.

  • Maintenance plan categories
    • None → Cannot see Admin → Maintenance plan categories. Can still use created categories for maintenances.
    • Reader → Can view but not edit Maintenance plan categories. Can use created categories for maintenances.
    • Editor → Full access: view, add, and edit maintenance plan categories. Can use them in Maintenance plan page.
  • API keys
    • None → Cannot see Admin → API keys.
    • Reader → Cannot see Admin → API keys.
    • Editor → Can view and create new API keys. As default, user can only see their own API keys on Admin → API keys.

Items Module

Items:

  • None → Cannot access Items.
  • Reader → Can view items (except cost details) and create defect reports. Cannot edit item information.
  • Editor → Full access: view, create, edit, delete items.

Sub-rights:

  • Cost details:
    • None → Cannot access cost details in item card.
    • Reader → Can view cost details in item card, but cannot edit them.
    • Editor → Full access: view, create, edit, delete cost detail information. (Requires also Editor rights to Items.)
  • Change history:
    • None → Cannot view item card's change history.
    • Reader → Can view item card's change history.
    • Editor → Can view item card's change history.
  • Location history:
    • None → Cannot view item card's location history.
    • Reader → Can view item card's location history.
    • Editor → Can view item card's location history.
  • Maintenance history:
    • None → Sees only open maintenances on item card.
    • Reader → Sees ongoing and closed maintenances on item card.
    • Editor → Sees ongoing and closed maintenances on item card.

Driving journal

Additional paid add-on feature. Driving journal's information can be seen behind the Items module.

  • None → Cannot access.
  • Reader → Can create and report driving log entries using the Trail mobile app. Can view their own driving log entries. Can export entries to Excel.
  • Editor → Full access: Can create and report driving log entries using the Trail mobile app. Can view all driving logs. Can export entries to Excel and delete driving log entries.

Reservations

  • None → No access. Cannot view or create reservations.
  • Reader → Can create own reservations for their department’s items, but cannot modify other users' reservations.
    • If Accept reservations is enabled, an Editor must approve the reservation.
  • Editor → Full access: create, modify, and manage all reservations.
    • Note! To add items to reservation, it requires that reserved by -user has access to its' department.

Maintenances

  • None → No access. Can still create defect reports.
  • Reader → Can view maintenances and report defects, but cannot create maintenance plans. Starting/closing maintenances depends on General Settings.
  • Editor → Full access: create, edit, approve, assign maintenance tasks.

Sub-rights:

  • Change history:
    • None → Cannot view maintenance card's history information.
    • Reader → Can view maintenance card's history information.
    • Editor → Can view maintenance card's history information.

Lendings

Additional paid add-on feature.

  • None → No access.
  • Reader → Can see own lendings in Lendings module.
    • Note! User needs at least reader rights to lendings to be given lended items through the terminal, as well as Items - Reader right and access to item's departments
    • Can claim items from the item card, if the user group setting that allows claiming is enabled
  • Editor → Full access: Can view all lendings and can return lended items in Lendings module.
    • Can claim items from the item card, if the user group setting that allows claiming is enabled

Reports

  • None → No access.
  • Reader → Can view reports.
  • Editor → Same as Reader (no additional privileges).

Inventories

  • None → No access.
  • Reader → Can view existing inventories.
  • Editor → Can create and perform inventories.

Investments

  • None → No access.
  • Reader → Can view investment plans and propose purchases, but cannot create or approve plans.
  • Editor → Full access: create, edit, approve investment plans.

Transports

Additional paid add-on feature.

  • None → No access.
  • Reader → After Editor approval, can scan items in/out.
  • Editor → Full access: create, edit, approve, and manage transports.

Productions

Additional paid add-on feature.

  • None → No access.
  • Reader → Can view productions.
  • Editor → Full access: create and edit productions.

Lights

Additional paid add-on feature.

  • None → No access.
  • Reader → View and edit information in the Lights module.
  • Editor → View and edit information in the Lights module.

Categories

User right can be left in None position. Admin page's model categories can be viewed by Admin → Model categories user right.

Location-Based Rights

Separate setting. Separate from department rights, these restrict item cards' access by location. If a user has no access to a location, they cannot see it or any items in it.

Rights can be given via the user profile or user group.

When creating a new parent location, grant access under the Users section. If forgotten, Admin Editors can add rights later from the location view.

Other Modules

Different Trail organisations have different modules enabled, which means that you might have additional modules. In these cases, you can contact support@trail.fi to learn more about those rights.

⭐ Trail tips:

  • Plan ahead which users in your organization should be responsible for granting access rights.
  • Use user groups to define common rights for different types of users. This makes assigning rights faster and more consistent.
  • If you notice a user right or module you’d like to use but it’s not available in your environment, it may be a paid add-on feature or require additional settings.

👉 For more information, contact us at support@trail.fi

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