Platform
Permissions, audit & security: who sees what, who may do what
Five roles handle the everyday, extra permissions per user handle the exceptions — even time-limited. On the Premium plan, important changes land in an audit log nobody can alter afterwards.
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Gantway permissions management with roles and audit log
How you work with it
Five roles — from admin to purchasing/inventory — run day-to-day operations; where they fall short, you grant individual users specific additional permissions, even time-limited ("only until Dec 31"). Sensitive figures like purchase prices and hourly rates are their own permissions: whoever may not see them sees them nowhere — not in the costing, not in the export. On the Premium plan, key changes are recorded in an audit log that no one in your business can alter afterwards — changed hourly rates with their old and new values. And beneath it all lie two independent protective layers of tenant separation: even a fault in the application would never mix your data with that of other businesses.
Also included
Predefined roles from admin to inventory
Admin (everything), Planner (orders, desk, quotes), Team lead (own orders), Employee (My Work, time clock), Purchasing/Inventory (materials and procurement). The roles are fixed and cover the common areas of responsibility in a trade business.
- Admin, planner, team lead, employee, purchasing/inventory
- Predefined, covering everyday trades work
Individual permissions per user
Even though the roles are fixed, individual users can receive individual additional permissions. Example: employee Max has the standard role "Employee" but is additionally granted permission to create quotes — because he acts as the boss's right hand. This keeps the system simple yet flexible.
- Extra permissions per user, e.g. creating quotes
- Roles stay simple, exceptions stay possible
Prices and margins for authorized users only
Purchase and sales prices, margins, and hourly rates can be shown or hidden per role. Employees see no costing figures, team leads optionally. The admin decides who may see what.
- Purchase and sales prices, margins, hourly rates shown or hidden per role
- Those who may not see them see them nowhere
Time-limited permissions
Every additional permission can be given a "valid until" date — ideal for external consultants, interns, or temporary stand-ins. After expiry, the permission is ignored on every check; the user loses access from midnight of the cutoff date. The admin can extend it at any time.
- “Valid until” date per extra permission
- Access ends automatically at midnight on that date
- Extendable at any time
Audit log on the Premium plan
On the Premium plan, Gantway logs the key events: status changes of orders, tasks and quotes, hourly rates with old and new values, role and permission changes, clock-ins and time corrections, absences, inventory movements, customer data, deleting and restoring orders and quotes, and security events such as password resets and changes to two-factor sign-in. Read accesses are not recorded — for data protection and performance reasons. No one in your business can alter or delete entries, not even an admin. Entries are deleted automatically only once the retention period ends: time tracking after ten years, security events after twelve months, everything else after three years.
- Status changes, hourly rates with old and new value, permission changes, time corrections
- Nobody in the company can alter or delete entries
- Read access is not recorded
Your data doubly separated from other companies
Every tenant is strictly separated from all others at the database level. Gantway uses PostgreSQL Row Level Security on all relevant tables — systematically, without exception. In addition, the application code also filters by tenant on every query. Two independent protective layers ensure that data is never visible across tenants — even in the theoretical event of a fault at the application level.
- Separation at database level, without exception
- The application additionally filters every query
- Two layers that back each other up
Three typical situations
- Journeyman without margin visibility: A journeyman should see his tasks and book times, but no prices or margins. You assign him the "Employee" role — margin fields are hidden, purchase/sales prices not visible.
- External consultant with a time limit: A consultant comes in for an optimization project and should have read access for three months. You create a user with the role "Planner (read-only)" and an expiry date of June 30. On July 1, their access is automatically revoked.
- Data protection request: A former employee requests their data. In the audit log you filter by their name, see the logged events — and export them as CSV.
Step by step in the help center
- The five roles: who may do whatAdmin, Planner, Team Lead, Employee and Purchasing/Warehouse at a glance — one table shows which role may edit which area by default.
- Permission management: fine-tuning rolesRevoking permissions — for entire roles or individual users. Why there is only revocation, no added permissions, and which permissions are untouchable.
- Access & accounts: inviting and managing usersInvite by email, assign roles, deactivate access — with a seat check, protective rules, and the reset effect when changing roles.
- The audit log: the complete change historyWho changed what and when — company-wide, filterable, exportable. The central record for Premium operations.
- The recycle bin: all data typesNine data types, a 30-day recovery window, clear role separation — an overview of the central recycle bin in Settings.
Set up roles and permissions for your team
With your own orders, no credit card. Or bring a current order to a 30-minute call.