How to Set User Permissions and IP Access

Result

Once you've completed these steps:

• Each user sees only the orders and areas you allow
• Each user can access your Swotzy account only from the IP addresses you approve (optional)

Before You Start

Make sure that one of these applies to you:

• Your account is marked owner in Settings Manage Users
• Your Admin access is set to Edit

The owner always keeps full access, and no one can change the owner's permissions. You can't change your own permissions.

Set user permissions

1. Go to Settings Manage Users
2. Click the Permissions icon (shield) on the user's row
3. In the Access table, select Disabled, View, or Edit for each area
4. Click Orders to expand it, then select All orders or Only recent actionable orders
5. Click Save Changes

Turn on View or Edit for at least one area. To remove a user's access completely, delete the user in Settings Manage Users by clicking the bin icon.

Set permissions for a new user

When you click New User, the invite window shows the same Access table. By default, a new user gets:

• Edit with All orders for Orders
• Edit for Pickups, Stores, Claims, and Billing
• View for Data analytics
• Disabled for Admin

Change the access if needed, then click Invite.

Order visibility

• All orders: the user sees every order in the organization
• Only recent actionable orders: the user sees only orders from the last 30 days with the status Action Needed, Ready, or Waiting for courier

Only recent actionable orders also limits which claims and pickups the user can see and act on.

Only users with All orders can export orders to CSV.

Access levels

Each area in the Access table has three levels:

• Disabled: the user has no access to the area. Swotzy hides its pages.
• View: the user can see the area but cannot change anything
• Edit: the user can see the area and make changes

Data analytics can only be set to Disabled or View.

What each level allows:

• Orders: View lets the user see orders, download labels, and see the address book, packaging, and products. Edit also lets them create, import, and edit orders, buy labels, use the Check Rates page, and edit the address book, packaging, and products.
• Pickups: View shows Manage Pickups. Edit also lets the user schedule and change pickups and change pickup settings.
• Stores: View shows the connected stores. Edit also lets the user connect and change stores.
• Data analytics: View shows the analytics pages.
• Claims: View shows claims. Edit also lets the user submit a new claim.
• Billing: View shows invoices, the credit limit, and billing information. Edit also lets the user top up the credit limit and change the email for invoices.
• Admin: View shows own carrier contracts and webhooks. Edit also lets the user manage users, organization settings, own carrier contracts, the API key, and webhooks.

Give Edit on Admin only to users you trust. It lets the user manage other users and create a new API key. Through the public API, this key gives access to all orders and pickups, whatever the user's permissions are. A new key also stops the old one.

Restrict access by IP address

1. Go to Settings Manage Users
2. Click the Permissions icon (shield) on the user's row
3. In Allowed IP addresses, enter a single IP address or a range
4. Click Save Changes

Enter a range in CIDR format, for example 203.0.113.0/24. You can add up to 50 IP addresses or ranges. If the field is empty, the user can access your Swotzy account from any network.

If the user tries to access your Swotzy account from a network that isn't on the list, Swotzy blocks access and asks them to contact their organization's admin.

Need Assistance?

If you experience any issues while setting up permissions, our support team is here to help.

Contact us at support@swotzy.com