Roles and Permissions

When you invite or edit a team member, you choose a role that determines what they can see and do. The three roles are presets — a convenient starting point that covers most people. When you need something more specific, you can fine-tune exactly what a person can do, both across your whole organization and facility by facility. See Customizing access below.

Roles and the access they grant work together with facility assignments to give each person the right level of access.

The Three Roles

Admin

Full access to everything in FastQuery. Admins can manage users, handle billing, configure integrations, and see data across all facilities. This role is typically for store owners, IT managers, or anyone who needs complete control.

Manager

Managers handle day-to-day operations across the organization. They can manage the knowledge base and label templates org-wide and export the inventory spreadsheet, and at the facilities they’re assigned to they can view everything and create and manage tasks. This is a great fit for store managers, department leads, or regional supervisors.

User

The most common role. Users have standard access for everyday work — they can chat with the AI assistant, look up inventory, post to the newsfeed, and count inventory at any facility they’re assigned to. They create and manage tasks at their home facility (the one they’re assigned to as their main store); at other assigned facilities they can see what’s going on but not create tasks. This is the go-to role for store associates and team members.

What Each Role Can Do

Capability	Admin	Manager	User
Use the AI assistant	Yes	Yes	Yes
View inventory	All facilities	Assigned facilities	Assigned facilities
Create posts and count inventory	Yes	Yes	Anywhere they can view
Create and manage tasks	Yes	Assigned facilities	Their home facility only
Manage knowledge base and labels	Yes	Yes (org-wide)	No
Export inventory to CSV	Yes	Yes	No
Manage users	Yes	No	No
Manage billing	Yes	No	No
Configure integrations	Yes	No	No

How Facility Access Works

Roles and facilities work together. A user’s role determines what they can do, while their facility assignments determine where they can do it.

• Users see data only for the facilities they’re assigned to — nothing is added automatically.
• Distributor warehouses (Ace Hardware, Orgill, and so on) become visible once your organization’s access request for that supplier is approved — see Warehouse Suppliers. After approval, everyone in the organization can reference that warehouse’s product data.
• Admins can see all facilities regardless of assignment.

For example, a User whose home facility is “Main Street Store” can create and manage tasks there, and will see inventory, tasks, and feed content for that store. If that same User is also assigned to another store, they can view it and pitch in on posts and counts, but task creation stays at their home facility. A Manager assigned to three stores can view and run tasks at all three while managing labels and the knowledge base across the organization.

The home facility is set with the Primary Location field when you invite or edit someone. For why it matters and how to change it, see Primary (home) facility.

Customizing access

The three roles are a starting point, not a ceiling. When someone needs access that doesn’t fit a preset neatly — a User who should manage tasks at two stores, a Manager who should also handle integrations — an admin can tailor exactly what they can do.

When you add or edit people in the Add Users grid, each row has a Permissions column. There you can either pick one of the presets (Admin, Manager, User) or open it up and turn individual capabilities on and off. The picked preset simply pre-fills those capabilities; from there you adjust whatever you need.

Org-wide vs. per-facility

Capabilities come in two flavors:

• Org-wide abilities apply across your entire organization — things like managing users, the knowledge base, labels, and integrations. Grant one of these and it covers every facility, including ones you add later.
• Per-facility abilities are granted facility by facility — things like viewing a store or creating and managing its tasks. You can grant a capability at one facility, at several, or org-wide.

This is what lets you mix and match: someone can be a plain User almost everywhere but have task management switched on at the two stores they cover, without bumping them up to Manager everywhere.

What each capability means

When you open the editor, the toggles are named with short keys. Here’s what each one grants. Most people never need this — the presets cover them — but when you’re fine-tuning, this is the reference.

Org-wide (one switch covers the whole organization, including facilities you add later):

In the editor	What it grants
members:manage	Add, edit, and remove team members, and set what each person can access
knowledge:manage	Add, edit, and delete knowledge-base documents — the company files and notes the AI reads to answer
labels:manage	Edit the retail price-tag templates — the print layout used when printing shelf tags
integrations:configure	Set up and change data integrations, like the Epicor Eagle inventory sync
integrations:rerun	Re-trigger an integration’s import to pull fresh data without waiting for the next scheduled sync
inventory:export	Download the inventory grid as a CSV spreadsheet
chat:web_search	Let the AI assistant search beyond your own data: the public web, news, local places, market prices, Amazon, and demand trends
chat:subagents	Let the assistant fan out read-only helpers to work through bigger requests
email:send	Let the assistant email your team members on your behalf (without it, it can reach only support)

chat:web_search and chat:subagents are advanced AI features, so their use draws on the organization’s monthly advanced allowance — when the allowance is exhausted they pause until the month rolls over, even for users who hold the permission.

Per-facility (granted store by store; appears as <store> / <capability>, e.g. Palo Alto / facility:view):

In the editor	What it grants
facility:view	See a store’s inventory, tasks, and newsfeed
facility:operate	Do the everyday work at a store: complete and reassign tasks, count inventory, post to the newsfeed, and comment
tasks:manage	Create, edit, and delete that store’s tasks — including editing anyone’s task, not just your own
automations:manage	Create automations for that store (each automation is private to whoever created it)
posts:moderate	Edit or delete other people’s newsfeed posts at that store
facility:edit	Edit a store’s details (name, address, manager emails) and its floor map

To hand someone a per-facility capability everywhere at once, grant it as all facilities — it then shows as facility:view (all facilities) and keeps covering new stores as you add them. The Admin wildcard, shown as admin (all access), is the shortcut for full access to everything.

Copy and paste access between people

Setting up the same custom access for several people is quick. Configure one person’s permissions the way you want, then copy that set and paste it onto other rows in the grid. Everyone you paste onto gets the same capabilities, so you only build the configuration once.

Choosing the Right Role

• Store owner setting up FastQuery? Start as an Admin.
• Trusted store manager? Manager role with their assigned stores.
• Most of your team? The User role covers everyday needs.

You can always change someone’s role later from the User Management page.