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Security and Access

Loupe Factory uses role-based access to control what each person can see and change. This keeps sensitive customer, supplier, staff, pricing, and admin settings available only to the right users.

Admins manage user roles from Admin Settings > Users & Access.

Access Terms Used on This Page

Some internal permission charts use the term CRUD. In everyday language, that means a user can:

  • Create: add a new record
  • Read: view a record
  • Update: edit an existing record
  • Delete: remove a record

This page avoids the abbreviation where possible and explains each permission in plain language.

Default Roles

Loupe Factory uses three default roles.

Role What it is for
Admin Users who manage setup, access, sensitive records, integrations, pricing, billing-related settings, and full operations.
Manager Users who run daily operations across production and inventory, with limited access to sensitive customer, supplier, and staff information. On eligible plans, admins can let managers use inventory from all locations.
Member Users who work in assigned operational areas with limited access. Members can usually view assigned-location inventory and help with production, but they do not manage commercial, access, or integration settings.

Role Access Summary

Feature area Admin Manager Member
Orders Add, view, edit, and delete orders View orders only. Customer information is hidden. No access
Production Add, view, edit, and delete production records Add, view, edit, and delete production records Add, view, and edit production records. Cannot delete them.
Customers Add, view, edit, and delete customer records No access No access
Staff Add, view, edit, and delete staff records View staff records only. Contact details are hidden. No access
Shipments Add, view, edit, and delete shipment records No access No access
Inventory Add, view, edit, and delete inventory records Add, view, edit, and delete inventory records View inventory only
Product image selection Select product images from related inventory item images Select product images from related inventory item images No access
Manual inventory tag ID editing Edit tag IDs on Business and Enterprise plans Edit tag IDs on Business and Enterprise plans No access
Inventory original values Add, view, edit, and delete original inventory values View only View only
Inventory currency and pricing Manage primary and secondary currency, price basis, and pricing View secondary currency and price basis only No access
Component rate profiles Create, update, activate, deactivate, remove, apply, and review rate profiles View rate profiles, rate history, and linked cost component references only No access
Suppliers Add, view, edit, and delete supplier records View supplier records only. Supplier information is hidden. No access
Invoices with pricing Create invoices with pricing No access No access
Report exports Export reports for areas where the user has full access Export reports for areas where the user has full access No access
Loupe Copilot Ask questions and receive answers from permitted data Ask questions and receive answers from permitted data Ask questions and receive answers from permitted data
User invitations and roles Invite users, update users, remove users, and assign roles No access No access
Tally integration Use the integration Use the integration No access
QuickBooks Online integration Use the integration No access No access
Shopify integration Use the integration No access No access

How to Choose the Right Role

Choose Admin for people who are trusted to manage company setup, user access, integrations, pricing, and sensitive business records.

Choose Manager for operational leads who need to run production and inventory work, but should not manage customers, suppliers, shipments, pricing, or workspace access.

Choose Member for users who need limited daily access, such as helping with production updates or checking inventory availability.

Component Rate Profile Access

Component rate profiles can hold sensitive pricing, rate source, currency, effective date, and costing context. Loupe Factory gives Admins full control, while Managers get a view-only experience for review and operational context. Members do not access the Component Rate Center by default.

Feature Admin Manager Member
View the Component Rate Center and rate profile tables Yes Yes No
Create a rate profile Yes No No
Update or remove rate profiles Yes No No
Change a profile between active and inactive Yes No. Managers see the status badge only. No
Apply a rate profile to linked costs Yes No No
View rate history by selecting a price Yes Yes No
View linked cost component references Yes Yes No

Use this policy when deciding who should maintain shared material, labor, freight, packaging, service, or overhead rates. Admins should manage the rate records. Managers can inspect the records to understand the rate behind a cost, but cannot change the rate or apply it to linked cost components.

Loupe Copilot Access

Loupe Copilot follows the same role-based access rules as the rest of Loupe Factory. A Copilot answer can only include records and fields that the person asking the question is already allowed to view.

For example, if a Manager can view an order but customer information is hidden, Copilot must keep that customer information out of the answer. If a Member cannot access invoices, Copilot cannot reveal invoice details to that Member.

Copilot is read-only. It can look up, summarize, and explain permitted records, but it cannot change, delete, move, approve, or create records in your account. Your business information is not used to train AI models.

Sensitive Information Rules

Loupe Factory limits sensitive information by role:

  • Managers can view orders, but customer information is hidden.
  • Managers can view staff records, but staff contact details are hidden.
  • Managers can view supplier records, but supplier information is hidden.
  • Members cannot access customer, supplier, shipment, invoice, user-access, or integration settings by default.
  • Inventory pricing is restricted. Managers can view only secondary currency and price-basis information. Members cannot view inventory pricing.
  • Component rate profile write actions are restricted to Admins. Managers can review rate profiles, rate history, and linked cost component references, but cannot create, update, remove, activate, deactivate, or apply profiles.
  • Only Admin and Manager roles can select a product image from images already attached to related inventory items. Members cannot change product images.
  • Loupe Copilot keeps restricted records and confidential fields out of answers when the person's role should not see them.

Location-Based Inventory Access

Inventory visibility also depends on the user's assigned location and the organization's location settings.

Admins can turn on Managers can use inventory from all locations in Organization Settings > Locations. When enabled, Manager users can view and select inventory items or products from every location in the organization. This is useful when one operations lead handles stock across multiple warehouses, factories, showrooms, or fulfillment sites.

When the setting is disabled, Manager users are limited to inventory from their assigned location.

Members can only see inventory items and products from their assigned location. This restriction still applies when manager cross-location access is enabled.

The setting is available on Professional, Business, and Enterprise. It is not available on Starter.

Managing User Access

To invite users or change their role:

  1. Go to Admin Settings > Users & Access.
  2. Open Invite New Users to invite a new person, or open Members to update an existing user.
  3. Assign the correct role: Admin, Manager, or Member.
  4. Save the change.

Role changes affect what the user can see and do the next time they work in Loupe Factory.