People, departments and locations

Invite your team, set roles and access, and organize departments, locations and floor plans.

Overview

Users, Departments and Locations decide who is in your organization, which team they work in and where your equipment lives. All three sit in the People group in the sidebar and are managed by admins. Give every piece a home and Hound always knows the way back.

People pages in the sidebar
Page	Use it to
`Users`	Invite people, edit roles and access, deactivate or remove them.
`Departments`	Group people and assets by team, with a lead and an optional parent.
`Locations`	Record sites and buildings, assign members and manage floor plans.

Invite people

An invitation sends an email with a link. The person sets their own password when they accept, so you never handle it.

Open Users and select Invite.
On the Who step, enter the Email, First name and Last name, and choose a Role.
Continue to the Assignments step. This step is optional: pick Locations, Departments and a department role now, or do it later.
Send the invitation.
Check the new row on Users. It shows as Invited until the person accepts.

Manage invitations

Pending invitations appear on Users with an Invited badge. The full list, with filters, is in Settings on the Organization tab under Invitations.

Open Settings, then the Organization tab, and scroll to Invitations.
Use the status chips to narrow the list: All, Pending, Accepted, Expired, Revoked or Declined.
Open the actions menu on a row and select Resend to send the email again.
Select Revoke to cancel it, then confirm Revoke invitation.

Edit and deactivate members

Open a member's actions menu on Users to change their details or access. You can only act on people whose role is below yours.

Other actions in the menu

Resend verification: sends the verification email again.
Deactivate: removes access but keeps their membership, so you can Activate them later.
Remove from organization: clears their role and department and location access here. Their account stays and you can invite them back.

On Users, search by name or email, or filter by Role, Status, Department or Location.
Open the actions menu on the person and select Edit.
On the Profile step, update name, email, job title, phone or employee ID.
On the Access step, set the Organization role, department roles (Member, Co-lead or Lead), Locations and any Custom roles.
Save. Changes take effect immediately.

Roles and permissions

Every member holds one organization role: Owner, Admin, Manager, Member or Viewer. Custom roles add or remove individual permissions on top of that.

Organization roles at a glance
Role	In short
Owner	Full access, including ownership and deleting the organization.
Admin	Manages people, settings and all assets.
Manager	Works across assets, events, maintenance, borrow approvals and reports.
Member	Works with assets in their own departments. Department roles add more.
Viewer	Read-only access to assets, maintenance, events and locations.

Settings has a Roles tab with the full table of permissions for each predefined role. These roles are fixed and cannot be renamed or deleted.

Open Settings and the Roles tab, then select New role.
Enter a Name, pick a Color and set the Position.
Tick the permissions the role grants or revokes.
Select Create role.
Open the role and use Members to assign people to it, or add it from a person's Access step.

Departments

Departments group people and assets by team, such as a camera crew or audio. They scope access, filters and reports.

Open Departments and select Create department.
Enter the Department name and an optional Description.
Pick the Locations it works from. A department can span any number of locations.
Choose a Parent department, or leave it empty for a top-level department.
Optionally choose a Lead and a Co-lead, then save.
To add people later, open the row menu and select Add member, then pick someone or invite them by email.

Locations

A location is a site, building or storage area. Assets are filed under a location, and you can give people a role at each one.

Open Locations and select Add location.
Enter the name, the Address and a Region, then save.
Select a row to open its detail panel.
In the panel, select Edit to change its details, or use Delete to remove it.
Under Members, select Add member, choose a Person and a Role of Volunteer, Manager or Admin, then select Add.
To take someone off, use the remove button next to them and confirm Remove member.

Floor plans, pins and zones

A floor plan is an image of a space. Drop pins on it to show where equipment is, and draw zones to mark rooms.

Open Locations, select the location, then select Floor plans in its panel.
Select Upload floor plan, enter a Name and choose an image (PNG, JPEG, WebP or GIF, up to 10 MB).
Open the plan. In the Place an asset panel, search and select the asset you want to place.
With the Place tool active, select the spot on the plan where the asset is. Use Place at plan center for a quick start.
Draw a room with the Rectangle tool (drag), or the Outline tool (select each corner, then Done). Name the zone when asked.
To move a pin, drag it on the plan, or select it and use the arrow keys. Shift moves it further.
Use Select to open a pin and select Open asset, or Remove pin to take it off the plan.

Floors, live chips and zone QR codes

Go further with a plan: several floors and plan kinds, a live view of your gear, and a QR code per zone.

Floors and plan kinds: in the plan menu select Plan details, choose Floor, Area, Rack or Vehicle, and for a floor enter its Level. Use the floors and plans switcher above the plan to move between them.
Live chips: turn on Out, Overdue, At an event, Service due or Audit due above the plan. Matching pins show a badge, the rest fade, and each zone counts its matches. Select a pin to read who has it or where it was last seen.
Show on floor plan: from an asset, select Show on floor plan. The plan opens on its pin with the room highlighted.
Print wall map (admins): select Print wall map, choose Paper, Orientation and Layout, then Print. Hang it at the room.
Zone QR codes (admins): in Zones, select QR code on a zone to download it as a PNG, reissue it (old printed copies stop working) or start scanning into it.
Scan the zone code, then scan each item in that room. Each one is recorded as Seen in zone.