Create Warehouse User Accounts in GWMS

Last updated: 2026-05-29

1. Scenario

This guide explains how administrators first create a role and assign menu permissions, then create GWMS login accounts for company staff or warehouse staff, and bind the correct role and warehouse scope.

It helps you manage permissions by role instead of assigning menu access one user at a time. After the role is set up, new employees in the same position can reuse the same role configuration.

Applicable scenarios:

• Different warehouse positions such as receiving, putaway, outbound, customer service, and supervisors need different menu permissions.
• An administrator needs to create GWMS usernames and passwords for company staff or warehouse employees.
• Multiple employees work in the same warehouse and need different operation permissions based on their responsibilities.

Not applicable scenarios:

• If you only need to change menu permissions for an existing role, go directly to GWMS-System Management-Role Management.
• If you only need to deactivate, delete, or reset an existing user, go directly to GWMS-System Management-User Management.

2. Instructions

Prerequisites

Please confirm the following before you start:

1. Your account already has access to GWMS-System Management-Role Management and GWMS-System Management-User Management.
2. You have confirmed the employee’s position and the menu scope required for that position.
3. You have prepared the employee’s login name, nickname, department, initial password, and whether the user should be restricted to specific warehouses.

2.1 Review the Overall Process First

Warehouse menu permissions are not assigned directly to the user. They are assigned to a role first, and the role then grants the permissions to the user. It is easier to understand the process in two parts: create the role first, then create the user.

Role and Permission Flow

This diagram shows one key point: create the position-based role first, then assign the required menu permissions to that role.

User Creation Flow

This diagram highlights two key points:

1. The user must be bound to a role before menu permissions take effect.
2. If no warehouse is selected, the user can manage all warehouses by default.

Key notes for these diagrams:

• Select Menu Permissions is done in the role settings, not on the user page.
• Fill Required Fields means the fields marked with * in the role and user pop-up windows.
• Leave Warehouse Blank means the user can manage all warehouses by default.

2.2 Open Role Management First

Menu path: GWMS-System Management-Role Management

1. After logging into GWMS, open the left-side System Management menu.
2. Click Role Management.
3. On the role list page, you can first search by Role Name, Permission Character, Status, and Creation Time to avoid creating duplicate roles.

System feedback:

• The role list shows Role Name, Permission Character, Display Order, Status, and Creation Time.
• If a matching role for the same position already exists, you can reuse it instead of creating a new one.

The following image shows the entry to GWMS-System Management-Role Management:

The following image shows the role list page where you can search for an existing role first:

2.3 Add a Role and Assign Menu Permissions

Menu path: GWMS-System Management-Role Management

1. On the role list page, click Add New.
2. In the Add Role pop-up, fill in the fields marked with * first.
3. Set the role status based on the position. In most cases, new roles should remain Normal.
4. In the Menu Permissions section, select the menus that this position is allowed to use.
5. If you need to grant or remove the current menu tree all at once, use Select All/Deselect All.
6. After confirming the settings, click Confirm to save the role.

System feedback:

• After the role is saved, the page returns to the role list.
• All users later bound to this role inherit the menu permissions configured on the role.
• If the role permissions are changed later, users bound to this role will use the updated permission scope.

The following image shows the Add New button on the role list page:

The following image shows the Add Role pop-up. Fill the fields marked with * first:

The following image shows Select All/Deselect All, which helps you quickly configure menu permissions:

The following image shows a sample role permission selection:

2.4 Open User Management Next

Menu path: GWMS-System Management-User Management

1. After the role is ready, go to User Management under the left-side System Management menu.
2. On the user list page, search by User name, Phone number, Status, and Creation Time if needed.
3. Confirm that this employee does not already have an account before creating a new one.

System feedback:

• The user list shows User name, User nickname, Department, Phone number, Status, and Creation Time.
• If the employee already has an account, it is better to update the role or warehouse binding instead of creating a duplicate account.

The following image shows the entry to GWMS-System Management-User Management:

The following image shows the user list page where you can search for an existing account first:

2.5 Add a User and Bind the Role and Warehouse

Menu path: GWMS-System Management-User Management

1. On the user list page, click Add New.
2. In the Add new user pop-up, fill in the fields marked with * first.
3. In the Role field, select the role you configured earlier.
4. Decide whether to select Warehouse based on the employee’s actual responsibilities:
   • If the employee should only manage specific warehouses, select those warehouses.
   • If Warehouse is left blank, the user can manage all warehouses by default.
5. Check the user name, nickname, affiliated department, password, role, and warehouse scope, then click Confirm to save.

System feedback:

• After the user is saved successfully, the new account appears in the user list.
• When the user logs in, menu permissions take effect based on the bound role.
• The selected warehouse scope affects which warehouse data the user can manage.

The following image shows the Add New button on the user list page:

The following image shows the Add new user pop-up where the role and warehouse are bound:

The following image shows the same user pop-up with required-field validation highlighted:

Result: After these steps are completed, the employee has a GWMS login account, uses the menu permissions granted by the bound role, and — if warehouse scope is selected — can only operate within the assigned warehouses.

3. Supplementary Notes

3.1 User Permissions Follow the Role

• Menu permissions are not selected directly on the user page.
• Menu permissions are configured on the role first, and the role then grants them to the user.
• Employees in the same position should usually share the same role so permissions are easier to maintain later.

3.2 Design Roles by Position First

It is recommended to define roles by position, for example:

• Inbound role
• In-warehouse operations role
• Outbound role
• Warehouse supervisor role

This has two benefits:

• New employees can be assigned the correct role immediately.
• If permissions for the position change later, you only update the role instead of editing each user one by one.

3.3 What Happens If Warehouse Is Left Blank

• If Warehouse is not selected when creating the user, the system allows that user to manage all warehouses by default.
• If an employee should only work with a few warehouses, select those warehouses during user creation to avoid exposing unrelated warehouse data.

3.4 Required Fields Should Be Completed First

• In both the role and user pop-up windows, the fields marked with * must be completed before submission.
• If required fields are missing, complete them first before clicking Confirm.

4. FAQ

Q1: Why can the user not see the expected menus after the account is created?

A1: First check whether the user is bound to the correct role. Then check whether that role has the target menu selected in Menu Permissions. Menu access follows the role and is not configured directly on the user page.

Q2: Does every user have to be assigned a warehouse?

A2: No. If Warehouse is left blank, the user can manage all warehouses by default. You only need to select specific warehouses when you want to restrict the user to a limited warehouse scope.

Q3: Do I need to configure permissions again for every new employee in the same position?

A3: Usually no. If the position already has a reusable role, you only need to create the user and bind that role. You only need to go back to Role Management when the responsibilities of the position change.