Warehouse Permissions in Sumtracker

Sumtracker lets you control which warehouses each team member can access. This article explains how to assign specific warehouses to users so they can only see and work with the data relevant to them — not your entire inventory across all locations.

This is especially useful for retail businesses with multiple store locations. For example, you can restrict a store staff member to only their store's warehouse, keeping them from viewing or editing data from other stores.

Note: Warehouse permissions are available on the Replenish plan only.

Who has full access by default

The following users automatically have access to all warehouses, including any new ones created in the future:

• Owners
• Admins
• Users with the Manage Warehouse permission
• Users with the Manage Sales Channel permission

To check a user's permissions, go to Settings → Manage Users, click on the user, and scroll to the Permissions section.

What access new users get

When you invite a new user, they start with access to all warehouses by default. Once they accept the invitation and their account is active, you can restrict them to specific warehouses.

How to restrict a user to specific warehouses

Restricting a user to specific warehouses is a two-step process.

Step 1 — Disable full-access permissions for the user

1. Go to Settings → Manage Users and open the user's profile.
2. Make sure both of the following permissions are disabled:

Important: If either of these permissions is enabled, warehouse restrictions will not apply — the user will have access to all warehouses regardless of what you assign.

Step 2 — Assign specific warehouses to the user

1. Go to Settings → Manage Warehouses and open the Permissions tab.
2. Here you can assign warehouse access in two ways:
3. Assign only the warehouses this user should be able to access.

When a new warehouse is added

• Users with full access are automatically given access to the new warehouse.
• Users with restricted access are not. You will need to manually assign the new warehouse to them.

Saved views and warehouse access

In the Inventory table, saved views respect warehouse permissions. A user will only see saved views that are associated with warehouses they have access to.

Before archiving a warehouse

Before you archive a warehouse, make sure to remove all users who have been granted access to it through warehouse-specific permissions. This helps avoid any permission conflicts after archiving.