Restricting inventory by location
Let each crew see only the parts in the storerooms they work from
5 min read
By default every user who can read inventory sees every part in the company. If you run several crews out of one site โ HVAC, fleet, plant โ you can limit each one to the stock held in the locations their team works from.
Setting it up
- Create a location for each storeroom or shelf, under your warehouse: Locations > Add location.
- Give every part a location. Parts list > select rows > Assign location. Parts left without one stay visible to everyone.
- Grant each team its storeroom: People > Teams > open the team > 'Locations this team can access'.
- Set the members' role to a data visibility other than 'All company data': People > Roles > open the role > 'Data visibility'.
- Turn the feature on: Company settings > System > 'Inventory location scope'.
Tip
Parts with no location remain visible to everyone. That is deliberate โ it stops a half-finished setup from emptying the inventory for your whole team. It also means the separation only takes effect once your parts are actually classified.
Tip
Administrators and managers, and anyone whose role data visibility is 'All company data', always see the full inventory. The restriction applies to the parts list, the part detail page, the parts tree, barcode lookups, search, exports and the low-stock alerts on the dashboard โ all at once, so they never disagree.
Tip
A part is visible if its location is granted, or if it has a stock record in a granted location โ even one currently at zero, so you can still see what needs reordering. Moving stock between storerooms with a transfer therefore changes who can see it.
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