When multiple people access your inventory system, things can go wrong in ways that are hard to trace. A price gets changed. An invoice disappears. A discount is applied that shouldn’t have been. Without individual user accounts and proper permissions, you have no way to know who did what — and no way to prevent it from happening again.
iMagic Inventory’s user management and privilege system lets you create separate accounts for every team member and control exactly what each person can and cannot do. It’s one of the most important configurations you’ll make when setting up a shared system.
Why Shared Logins Are a Problem
Many small businesses start with a single shared password for the whole team. It’s convenient at first, but it creates serious problems: no accountability, no audit trail, and no way to revoke access when an employee leaves without changing the password for everyone. If something goes wrong, you have no way to trace it.
Individual accounts in iMagic Inventory solve all three problems immediately.
Understanding the Privilege System
iMagic Inventory’s privilege system lets you grant or restrict access to specific features for each user. Common restrictions include:
- Viewing reports — you might restrict financial reports to managers only
- Editing prices — only senior staff or owners should be able to change selling prices
- Applying discounts — iMagic Inventory lets you set a maximum discount level per user
- Deleting records — deletion privileges are best kept with administrators
- Accessing configuration settings — only the owner or IT administrator should change system settings
By combining the right set of privileges, you create a profile that matches each person’s role. A counter staff member can create invoices and process sales but can’t change prices or view profit margins. A warehouse worker can receive stock and update inventory but can’t access customer financial data.
Setting Up Users for a Multi-Computer Environment
If your business runs iMagic Inventory across multiple computers on a network, user management becomes even more important. Use Start Menu > iMagic Inventory > Network Administration to configure your network setup and ensure all workstations connect to the same shared database. Each user logs in with their own account regardless of which computer they’re using.
How to Set Up Users and Permissions in iMagic Inventory
- In iMagic Inventory, go to Configure > Users to open the user management screen.
- Click New User to create an account for a team member.
- Enter their name, username, and set a strong initial password. Ask them to change it on first login.
- In the Privileges section, check and uncheck the permissions appropriate for their role. Start restrictive — you can always grant more access later.
- Save the user. Repeat for each team member.
- If you have staff who should share a role profile, set each one up individually rather than using a shared account — the individual login is what enables the audit trail.
- To modify a user’s permissions later, return to Configure > Users, select the user, and adjust their privileges.
When Someone Leaves
One of the most common security gaps in small businesses is failing to revoke access when an employee leaves. With individual accounts in iMagic Inventory, you can disable or delete a user’s account the moment they leave. Go to Configure > Users, find the person’s account, and either change their password immediately or remove their account entirely.
Reviewing What Users Have Done
With individual accounts in place, iMagic Inventory tracks which user performed which actions. This accountability alone often prevents mistakes and misuse. If something looks off — an unexplained stock adjustment or an unusual discount — iMagic Inventory gives you the user-level detail to investigate.
Proper user management is not just about security. It’s about running a professional operation where everyone is accountable for their work.
Download iMagic Inventory free for 30 days and set up your team’s access today.