There are four types of user levels on a Papertrail account:

  1. View only

  2. Add records, folders and inspections

  3. Edit records, folders and inspections

  4. Administrator

The user permission level is designated to a user when they are first invited to the account, but can be edited by an Administrator afterwards. 

To do this, go to the white Settings cog in the lower left corner of the screen, then click on Team settings. (Administrators are the only ones who can see the white settings cog in the bottom left hand corner of the screen)

Next to each user name you will see an Edit button to update their permissions as below:

If you want to limit certain actions, leave the admin box unchecked and select the permission levels for folders, records and inspections. For each of these, you can choose to give your users the ability to:

  • View only

  • Add

  • Edit or delete

For instance, you may want a junior member of the team to carry out inspections and add new items of kit as records, but not change existing records or change the folder structure in the account. For this case they would have: View only folders, Add records and Edit inspections.

Within Team settings, you can also select which folders the user will have access to within your account. This allows you to control exactly which parts of the account each user is allowed to access (they will also only receive information about those folders in their weekly summary email).


Administrators automatically receive edit permissions along with access to all folders in the account. Tick the ADMIN MEMBER box to assign someone as an administrator user.

They also have four other distinct privileges to edit:

1. General account settings
Change the company address, country, time zone and logo.

2. Team settings
Invite new users to the account, edit the permissions for current users, suspend or reactivate users.

3. Full account export
Create a csv or pdf export of ALL records, folders, inspection logs and images in the account. Click here for more details on full account exports.

4. Deactivate account
Deactivate an account if you no longer require it.

These options are all available via the white Settings cog in the lower left corner.

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