Users, roles and site access
Not everyone who counts stock should be able to approve the count, see what the stock is worth, or change your billing. Varify gives each person a role, and a list of the sites they can see.
Set these up before your first count, so the people counting are not the same people signing it off by default.
1. Understand the four roles
Roles stack. Each one can do everything the roles below it can.
| Role | What it adds |
|---|---|
| Admin | Everything below, plus managing users, site access, billing and API keys. |
| Manager | Everything below, plus financial impact, exporting results and importing data. |
| Team Leader | Everything below, plus reviewing variances and committing or cancelling a session. |
| Staff | Log counts. |
2. Give people the lowest role that lets them work
- Counters on the floor: Staff.
- Shift supervisors who review variances and close sessions: Team Leader.
- Whoever owns stock accuracy and needs to see dollar values or load data: Manager.
- The owner or operations lead who manages billing and users: Admin. Keep this to a small number of people.
Separating Staff from Team Leader means the person who counted a bin is not the one who commits the result.
3. Assign sites per person
Site access is set per user. Someone added to the Brisbane warehouse does not see the Sydney one. This matters most on Multi-Site and Enterprise plans, where a counter at one site has no need to see the others.
Admins are given access to a site the moment it is created. Managers, Team Leaders and Staff are not, so add them to a new site yourself.
4. Add the user
Go to Users & Access and choose + Add User. Enter a name and email, pick a role, and tick their sites. They receive an emailed link to set their own password. Varify also shows a temporary password once, as a fallback in case the email does not arrive, so copy it before you close the dialog.
5. API keys are an Admin job
If you connect Varify to another system, an Admin creates the API key. Treat it like a password and revoke it when the integration stops. The API reference shows how to use one.
6. Review access every few months
When someone changes job or leaves, change their role or site access the same day. Check the list every few months. Access only ever grows. The screenshots and the short version of all of this are in How It Works.
Add your team
Invite counters and supervisors, and give each one the sites they need.
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