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Multi User Guide
One Warracker instance can serve a whole household, family, or small team. Every person gets their own account and their own warranties, and an admin can optionally turn on a shared view so everyone can see the household's warranties in one place. This guide explains what is private, what is shared, and who can change what. Admins configuring the instance should also read the Admin Guide.
- Accounts and roles
- Private by default
- Global view: the shared household view
- Who can edit what
- Tags, settings, and notifications are per user
- Documents and Paperless-ngx with several users
- A typical household setup
- Every person signs in with their own account. Roles, ownership, and the audit trail are all tracked per account, so shared logins make a mess of all three.
- The first account created on an instance is the owner; the owner and other admins run the instance (user management, site settings, integrations). Regular users just track warranties.
- Accounts are created on the registration page while the admin has registration open, or automatically on first OIDC sign-in. When the admin closes registration, no new accounts can be created.
With no sharing turned on, your account sees only your own data:
- Your warranties and their photos and documents.
- Your claims and claim documents.
- Your tags, currency, language, and notification settings.
The Scope switch on the home page stays on Personal, and the status dashboard totals count only your warranties.
If the admin enables Global View, a second scope appears:
- Switch Scope to Global to see every user's warranties in the same grid, list, and table views, and a combined status dashboard.
- Other users' warranties are read-only for you. You can open them, see their photos, and open shared documents (product photos, invoices, and manuals).
- Some things are never shared, even in global view: claim documents and "other" documents stay visible only to the warranty's owner and to admins.
- Switch back to Personal at any time; the choice only changes what you are looking at, never the data itself.
Global view suits a family tracking a house full of appliances. If the people on an instance should not see each other's purchases, the admin leaves it off (or restricts it to admins), and every account stays fully separate.
- You manage your own warranties completely: add, edit, archive, void, duplicate, delete.
- Admins can edit, archive, or delete anyone's warranty. That is deliberate: the person running the instance can fix a wrong date or clean up a duplicate for anyone.
- Claims are the exception. Claims belong to the user who added the warranty. Only that user can create, edit, or delete claims on it, not even an admin can file a claim on someone else's warranty. In global view, other users' claims are visible, but read-only.
- New claims cannot be added to a voided warranty at all; the warranty has to be unvoided first. Claims recorded before the void stay editable.
- Tags belong to the user who created them. Your tag names and colors are yours; tidying your tag list never renames anyone else's.
- Preferences (currency, language, date format, default view, dark mode) are set per account in Settings.
- Notifications are per user too: connect your own email or Apprise channels and you get expiry alerts for your own warranties. An admin can also configure site-wide notifications; see Notifications.
Uploads made directly in Warracker belong to the user who uploaded them, and follow the sharing rules above. With Paperless-ngx connected, one Paperless instance serves everyone, and Warracker tracks who owns each document:
- A document you upload through Warracker, or link to a warranty or a claim, becomes your document. Other users cannot link it to their own warranties or claims.
- The Paperless document browser and search show your documents. Admins can see all documents.
- A document that exists in Paperless but was never linked through Warracker can be claimed by the first user who links it, and then belongs to them. If a document matters to you, link it when you add the warranty.
- In global view, other users can open your shared document types (photo, invoice, manual) from your warranty cards, exactly as with direct uploads. Claim documents stay owner and admin only.
- One person installs Warracker and creates the first account, becoming the owner (see the Admin Guide).
- Everyone else registers their own account while registration is open. The admin then closes registration.
- The admin turns on Global View, so the whole household can see every appliance, TV, and tool warranty in one list.
- Each person adds their own purchases, sets their currency and language, and connects their own notifications.
- Day to day, everyone works in Personal scope for their own items and flips to Global when the dishwasher leaks and nobody remembers who bought it or when its warranty ends.