Configure What Self Service and Base Users Can See

What's New

Customizable Visibility Settings

Administrators can now configure:

• Custody Visibility: Choose whether Self Service and Base users can see custody information for assets not assigned to them.
• Bookings Visibility: Choose whether Self Service and Base users can see bookings created by other team members.

By default, Self Service and Base users can only see custody and booking information for assets where they are directly involved. With these new settings, you can create a more transparent environment where team members can see who has which assets and when they're scheduled for use.

How It Works

The new permission settings can be found in Settings > Workspace under the Permissions section. Each permission can be toggled on or off independently, allowing for precise control over what your team members can access.

Special Cases

This feature has been carefully designed to handle special cases:

• Users can always see custody and booking information for assets assigned to them, regardless of their role.
• When custody visibility is disabled, Self Service and Base users will see a "Private" badge instead of custodian names on asset lists.
• Without booking visibility permissions, users will only see their own bookings. That applies everywhere bookings are listed or searched: the Bookings index, the calendar, the command palette, a workspace data export, and the Add to booking picker on an asset or kit page. Turn the toggle on and all five surfaces open up together, so a booking a user can find in one place is a booking they can find in the others.
• Draft bookings are the one exception the toggle never reaches. A booking still in Draft is visible only to the person who created it, whatever the setting says.

What the Toggles Never Reach

Both settings govern what a person can see. Neither one changes what they are allowed to do, and the two are easy to conflate because they meet in the same dropdown.

• Custody visibility opens the custodian filter, not the custodian picker. With it on, a Self-service or Base user can see who holds what and filter a list by custodian. Who they can hand an asset to is still set by their role: a Self-service user can only take custody themselves, and a Base user cannot assign asset custody at all, so that picker comes back empty for them. Turning the toggle on does not add a single name to either list.
• A booking's custodian is not asset custody. Base and Self-service users can name themselves as the custodian on a booking they create, which is how a booking request works, even though neither can be handed custody of an asset by themselves. Administrators and Owners see everyone in all three lists.
• Searching a picker never widens it. Typing into a custodian or booking dropdown searches inside what that person is already allowed to see. It cannot surface a name or a booking the list would not have shown on its own, and email addresses are never part of what a search returns.
• Booking visibility does not grant editing. Seeing other people's bookings is not the same as being able to change them. A Self-service or Base user still acts only on their own.
• The custody restriction is not just the badge. With custody visibility off, the custodian's name and email are withheld from the page data itself rather than hidden in the display, and the custodian filter is refused rather than answered. That holds everywhere the filter can be applied, including Select all and the bulk actions and QR label downloads that run on a selection, so a filtered list cannot be used to work out who holds what. Administrators and Owners are unaffected and keep the filter.

Why This Matters

This update addresses feedback from many organizations that needed finer control over information sharing within their teams. Some benefits include:

• Enhanced Privacy: Restrict sensitive asset assignment information when needed
• Improved Transparency: Option to create a more open environment where everyone can see equipment status
• Tailored Experience: Create the perfect balance of access rights for your specific team structure

How to Get Started

This feature is available to all Team plan customers. To configure these permissions:

1. Log in as an Administrator or Account Owner
2. Navigate to Settings > Workspace
3. Scroll to the Permissions section
4. Use the toggles to enable or disable specific permissions

Looking Ahead

This update is part of an ongoing commitment to make Shelf more flexible and customizable for teams of all sizes. Additional permission settings are being developed to give you even more control over your workspace.