Employees

Managing your company’s team members, their roles, and permissions on the INBULK platform. This section covers how to invite new employees, configure granular access permissions, create reusable role templates, and manage your team’s access to platform features.

👥 1. Employee List

Overview

The Employees page displays all team members associated with your company. Each employee entry shows their name, email, current role, and status. This is your central hub for managing who has access to your company’s data and operations on the platform.

Employee Statuses

Each employee in the list has a visible status badge indicating their current state:

Employee Card Information

Each employee entry in the list displays:

• 👤 Full Name — first and last name of the employee
• 📧 Email Address — the email used for their account
• 🏷️ Role / Template — the role template applied (if any)
• 📊 Status Badge — current status (Active, Invited, or Deactivated)
• 📅 Date Added — when the employee was invited or joined

Searching and Browsing

1. Navigate to Settings > Employees in the sidebar
2. You will see a list of all employees with their status badges
3. Use the search field at the top to filter by name or email address
4. Results update in real time as you type
5. The list is sorted with Active employees first, followed by Invited, then Deactivated

💡 Tip: The search works across both first name, last name, and email, so you can quickly find any team member.

📱 Mobile: On mobile devices, the employee list is optimized for touch interaction. Tap on any employee to view their full profile and permissions.

📧 2. Inviting Employees

How It Works

You can invite new team members to join your company on the platform. The invited person will receive an email with a link to register (if new to INBULK) or join your company (if already registered).

Step-by-Step

1. Go to Settings > Employees
2. Click the “Invite Employee” button in the top-right corner
3. In the invitation dialog, enter the employee’s email address
4. Configure the employee’s permissions (see Permission Matrix below)
5. Optionally, select a Role Template to apply preset permissions
6. Click “Send Invitation”

What Happens Next

• ✅ The employee appears in your list with Invited status
• 📧 An invitation email is sent to the specified address
• 🔗 The email contains a registration/join link
• 👤 Once the invited person accepts, their status changes to Active
• 🔔 You will receive a notification when the invited employee completes registration

For New Users (Not Yet Registered on INBULK)

1. The invited person receives an email with a registration link
2. They complete the standard registration flow (name, password, phone verification)
3. After registration, they are automatically added to your company
4. Their status changes from Invited to Active

For Existing Users (Already Have an INBULK Account)

1. The invited person receives an email with a join link
2. They click the link and confirm joining your company
3. They can now switch between their companies using the company selector
4. Their status changes from Invited to Active

Resending an Invitation

If the invited person has not yet accepted:

1. Find the employee with Invited status in the list
2. Click the “Resend Invitation” button
3. A new invitation email is sent to the same address

⚠️ Important: The invitation email is valid for a limited time. If it expires, you can resend the invitation from the employee list.

💡 Tip: Make sure you enter the correct email address. The invitation cannot be redirected to a different address after sending.

🔐 3. Permission Matrix

Overview

INBULK uses a granular permission system organized into 4 categories. Each category contains specific resources, and each resource can have view and edit permissions with configurable scope.

Permission Scopes

Category 1: Settings

Permissions related to company configuration and administration.

Category 2: Trade

Permissions related to orders and trading operations.

Category 3: Logistic

Permissions related to transportation and delivery management.

Category 4: Finance

Permissions related to financial operations.

⚠️ Important: An employee with Employees Management edit permission can modify other employees’ permissions. Grant this permission carefully.

💡 Tip: For most team members, start with “Own Only” scope and expand to “All Company” as needed. This follows the principle of least privilege.

📋 4. Role Templates

Overview

Role templates allow you to create reusable permission presets. Instead of configuring permissions individually for each new employee, you can apply a template that sets all permissions at once.

Creating a Role Template

1. Go to Settings > Employees
2. Click the “Role Templates” button (or access via the permissions panel)
3. Click “Create Template”
4. Enter a template name (for example, “Logistics Manager”, “Sales Rep”, “Finance Viewer”)
5. Configure permissions for each category and resource
6. Click “Save Template”

Applying a Template When Inviting

1. During the employee invitation flow (Step 2 above), click “Apply Template”
2. Select the desired template from the dropdown
3. All permissions will be filled automatically based on the template
4. You can still adjust individual permissions after applying the template
5. Proceed with sending the invitation

Saving Current Permissions as a Template

1. Open an existing employee’s profile
2. Review their current permissions
3. Click “Save as Template”
4. Enter a name for the new template
5. The template is created with the exact same permissions as the employee

Managing Existing Templates

• Edit: Click on a template name to modify its permissions
• Delete: Click the delete icon next to a template to remove it
• Duplicate: Create a copy of an existing template to use as a starting point

💡 Tip: Create templates for common roles in your company (e.g., “Trader”, “Logistician”, “Accountant”, “Administrator”) to speed up onboarding new team members.

⚠️ Important: Deleting a template does not affect employees who already have those permissions applied. Templates are only used at the time of assignment.

✏️ 5. Editing Employee Permissions

Step-by-Step

1. Go to Settings > Employees
2. Click on the employee whose permissions you want to modify
3. The employee’s detail view opens, showing their current permissions
4. Modify individual permissions by toggling view/edit access and scope for each resource
5. Alternatively, click “Apply Template” to override all current permissions with a template preset
6. Click “Save Changes”

Applying a Template to an Existing Employee

1. In the employee’s permission editor, click “Apply Template”
2. Select a template from the list
3. All permissions will be replaced with the template’s configuration

⚠️ Important: Applying a template overrides all current permissions. Any custom adjustments the employee had will be replaced. Make sure to review before saving.

4. You can still fine-tune individual permissions after applying the template
5. Click “Save Changes” to confirm

What the Employee Sees

• ✅ Permission changes take effect immediately — no need for the employee to log out and back in
• 🔔 The employee does not receive a notification about permission changes
• 🚫 If access to a section is revoked, the employee will see an “Access Denied” message when trying to navigate there
• 📱 Changes apply across both desktop and mobile platforms simultaneously

Common Permission Scenarios

Here are examples of how to configure permissions for typical roles:

Trader (Sales Representative):

• Settings: View Only (Own) for Company Profile, None for Employees
• Trade: View + Edit (All Company) for Orders, Businesses, Trading Operations
• Logistic: View Only (All Company) — no edit access
• Finance: View Only (Own) for Invoices

Logistics Coordinator:

• Settings: View Only (Own) for Company Profile
• Trade: View Only (All Company) for Orders and Businesses
• Logistic: View + Edit (All Company) for Transport, Drivers, Delivery Management
• Finance: None

Accountant:

• Settings: View Only (All Company) for Company Profile and Documents
• Trade: View Only (All Company) for Businesses
• Logistic: View Only (All Company) for Delivery Management
• Finance: View + Edit (All Company) for Invoices, Payments, Financial Reports

💡 Tip: If you are unsure what permissions an employee needs, start with a restrictive template and gradually expand access based on their feedback.

🚫 6. Removing Employees

Deactivating an Employee

INBULK does not permanently delete employee records. Instead, you deactivate their access.

1. Go to Settings > Employees
2. Find the employee you want to remove
3. Click the “Deactivate” button (or access via the employee’s detail view)
4. Confirm the deactivation in the confirmation dialog
5. The employee’s status changes to Deactivated

What Happens After Deactivation

⚠️ Important: Deactivating an employee does not cancel or affect any active businesses, orders, or financial obligations they created. Another team member with appropriate permissions should take over managing those items.

💡 Tip: Before deactivating an employee, ensure another team member has sufficient permissions to manage the departing employee’s ongoing orders and businesses.

💡 Tips and Possible Errors

Tips

• ✓ Use Role Templates for consistent permission management across your team
• ✓ Regularly review employee permissions, especially after role changes within your company
• ✓ Start with restrictive permissions and expand as needed — it’s safer than starting with full access
• ✓ Keep at least two administrators with full Employees Management permissions, so access is never lost
• ✓ When an employee leaves, deactivate their access promptly to maintain security
• ✓ Use descriptive names for role templates (e.g., “Senior Trader - Full Access” instead of “Template 1”)

⚠️ Possible Errors

🎯 Summary

After reading this guide, you know how to:

✅ View and search your company’s employee list

✅ Invite new team members with configured permissions

✅ Understand the 4-category permission matrix (Settings, Trade, Logistic, Finance)

✅ Create and manage reusable role templates

✅ Edit employee permissions and apply templates

✅ Deactivate employees while preserving their data

Proper employee management ensures your team has the right level of access to work efficiently and securely on the INBULK platform.

🔄 Employee Management Flow

Invite Employee → Set Permissions / Apply Template → Send Invitation
        ↓
Employee Receives Email → Registers or Joins → Status: Active
        ↓
Manage Permissions → Edit Individually or Apply Template
        ↓
Employee Leaves → Deactivate Access → Data Preserved

Key principles:

1. 🔐 Least Privilege — give employees only the permissions they need
2. 📋 Use Templates — standardize access across similar roles
3. 🔍 Regular Audits — periodically review who has access to what
4. 👥 Redundancy — always have at least two administrators
5. 🚫 Prompt Deactivation — remove access immediately when an employee leaves