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Overview

Users in Snipe-IT represent people in your organization - employees, contractors, and anyone who needs to be assigned assets, licenses, or accessories. Users can also have login credentials to access the system based on their assigned permissions.

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User Types

System Users

Have login access to Snipe-IT with specific permissions to manage inventory.

Asset Recipients

People who receive assets but may not have system access.

Managers

Can manage other users and view their direct reports’ assets.

Administrators

Have elevated permissions to configure and manage the system.

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Creating Users

1

Basic Information

  • First name (required)
  • Last name (optional)
  • Display name (optional - falls back to first + last)
  • Username (required, unique)
  • Email address (optional but recommended)
2

Employment Details

  • Job title
  • Employee number
  • Department
  • Manager
  • Start date
  • End date (for contractors/termed employees)
3

Location & Company

  • Default location
  • Company assignment (for multi-company)
  • Remote worker status
  • VIP status flag
4

Contact Information

  • Phone number
  • Mobile number
  • Address, city, state, zip
  • Country
  • Website
5

System Access

  • Password (if login access)
  • Activated status
  • Permissions / Groups
  • Two-factor authentication

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User Profile

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Display Name

Users can have a custom display name:
  • Set explicitly via display_name field
  • Falls back to first name + last name
  • Respects global name format setting (first-last or last-first)

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Avatar

Profile pictures:
  • Upload custom avatar
  • Use Gravatar (if email provided)
  • External URLs supported (Google, etc.)
  • Default avatar if none set

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Permissions System

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Permission Types

  • Complete system access
  • All permissions enabled
  • Cannot be restricted
  • Bypasses all permission checks
  • Administrative access
  • Can manage most resources
  • Can create/edit users
  • Cannot access some superuser functions
Granular control over:
  • Assets (view, create, edit, delete, checkout, checkin)
  • Licenses
  • Accessories
  • Consumables
  • Components
  • Users
  • Reports
  • Settings
  • Users inherit permissions from groups
  • Individual permissions can override group permissions
  • User-specific permission of -1 denies access
  • User-specific permission of 1 grants access

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Permission Hierarchy

1. Individual user permission = 1 → Granted
2. Individual user permission = -1 → Denied
3. Group permission = 1 → Granted
4. No permissions set → Denied

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Asset Assignments

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Viewing User Assets

Each user profile shows:
  • Assets checked out to them
  • Licenses assigned to them
  • Accessories checked out
  • Consumables received
  • Total value of assigned items

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Assignment History

Complete audit trail:
  • What was assigned
  • When it was assigned
  • Who performed the assignment
  • Check-in history
  • Acceptance status

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Manager Relationships

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Assigning Managers

  • Each user can have one manager
  • Managers can have multiple direct reports
  • Supports hierarchical org structures
  • Manager can view reports’ assets

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Manager Features

Subordinate Access

View all direct and indirect reports recursively.

Asset Visibility

See assets assigned to managed users.

Request Approval

Approve asset requests from team members.

Reports

Generate reports for managed users.
The getAllSubordinates() method returns all direct and indirect reports recursively.

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Location Assignment

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Default Location

  • User’s primary location
  • Used when checking out assets
  • Asset location inherits from user
  • Can be different from company location

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Remote Workers

Mark users as remote:
  • Flag for remote employees
  • Reporting and filtering
  • Location handling differences
  • Shipping logistics

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Department Management

Organize users by department:
  • IT, HR, Sales, Engineering, etc.
  • Department-based reporting
  • Asset distribution analysis
  • Budget allocation

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VIP Status

Designate important users:
  • Executive leadership
  • Priority support
  • Special handling
  • Reporting and alerts

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Employment Dates

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Start Date

  • Employee hire date
  • Contractor start date
  • Reporting on tenure
  • Onboarding tracking

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End Date

  • Termination date
  • Contract end date
  • Offboarding workflow trigger
  • Asset recovery reminders
Set end dates for contractors to automatically trigger return reminders before their last day.

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Authentication

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Local Authentication

  • Username and password
  • Password requirements (min 8 characters)
  • Password reset functionality
  • Account activation status

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LDAP/AD Integration

  • Sync from LDAP/Active Directory
  • Import user information
  • ldap_import flag tracks synced users
  • Optional password sync

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SCIM Integration

  • SCIM 2.0 protocol support
  • External identity providers
  • scim_externalid tracks external ID
  • Automated provisioning/deprovisioning

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Two-Factor Authentication

1

Global Setting

  • Disabled (0)
  • Optional (1)
  • Required for all (2)
2

User Opt-In

If optional, users can enable 2FA
3

Enrollment

User scans QR code with authenticator app
4

Verification

Login requires password + TOTP code

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Profile Editing

Users can edit their own profile if enabled:
  • Global setting: profile_edit
  • Users can update contact info
  • Cannot change permissions
  • Cannot change username

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Locale Preferences

Users can set their preferred language:
  • Used for UI display
  • Email notifications
  • Reports and exports
  • Falls back to global setting

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User Deletion

Users can only be deleted if:
  • No assets assigned
  • No accessories checked out
  • No licenses assigned
  • No consumables checked out
  • Not managing other users
  • Not managing locations
  • Account not already soft-deleted
The isDeletable() check prevents accidental data loss by ensuring all assignments are cleared first.

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Auto-Assign Licenses

Feature for automatic license assignment:
  • Enable per user
  • Automatically assigns available license seats
  • Useful for standard software packages
  • Streamlines onboarding

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Custom Fields

Extend user records:
  • Employee ID formats
  • Custom contact fields
  • Internal codes
  • Additional attributes
  • Department-specific data
Configured at the field level for users.

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Reporting

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User Reports

All users with their details, location, and manager information.
What assets, licenses, and accessories each user has.
Total value of items assigned to each user.
Track which users have accepted their assigned items.
User login history and system activity.

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API Access

Users can have API tokens:
  • Personal access tokens (via Laravel Passport)
  • OAuth 2.0 support
  • Token-based authentication
  • Scoped permissions

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Best Practices

Username Convention

Use a consistent format like first.last or flast for all usernames.

Email Required

Always enter email addresses for notifications and password resets.

Manager Hierarchy

Maintain accurate manager relationships for reporting and access.

Departments

Assign all users to departments for better organization and reporting.

Employment Dates

Track start/end dates for onboarding and offboarding workflows.

Least Privilege

Grant minimum permissions needed - use groups for common roles.

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Common Workflows

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New Employee Onboarding

  1. Create user account with employment details
  2. Assign to manager and department
  3. Set location and company
  4. Check out standard asset package
  5. Assign software licenses
  6. User accepts assets via email

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Employee Termination

  1. Set end date on user record
  2. Generate report of assigned items
  3. Check in all assets, accessories
  4. Remove license assignments
  5. Deactivate user account
  6. Archive or delete (if no history needed)

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Manager Change

  1. Update user’s manager field
  2. New manager gains visibility
  3. Old manager loses access
  4. Audit trail preserved

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