Introduction
A home inventory doesn’t have to be a one-person project.
Maybe you and your partner are documenting different rooms at the same time. A family member needs access to help manage an estate. Your children need to look up where something is stored. Or you’re preparing for a move and want several people to help without giving everyone permission to change your entire inventory.
With Everspruce—the best home inventory app for iPhone and iPad and best home inventory app for Android—you can share your home inventory with up to four users while controlling what each person can do.
This can be especially useful when you’re creating a home inventory for a move, organizing a household together, or giving a family member access to important information about your belongings.
Each Everspruce Zone supports three user roles—Admin, Editor, and Viewer—so you can decide who manages the inventory, who can help add or update belongings, and who simply needs permission to view what’s there.
One inventory. Multiple users. The right access for everyone.
In this guide, we’ll explain the difference between Admin, Editor, and Viewer roles, show you how to add another user to your Everspruce Zone, and walk through changing permissions or transferring Admin access later.
Why Share Your Home Inventory?
Sharing your inventory means everyone who needs access can work from the same organized information instead of keeping separate lists, photos, spreadsheets, or notes.
For example:
- Couples and families can document different parts of the home.
- Someone preparing for a move can get help inventorying and organizing belongings.
- Family members managing an estate can access the same inventory.
- Roommates can look up shared belongings or moving boxes.
- A family member can view the inventory without being able to accidentally change it.
The important part is that not everyone needs the same level of control.
That’s where Everspruce user roles come in.
What Are Admin, Editor and Viewer Roles?
Every person with access to an Everspruce Zone has a role.
There are three:
Admin
The Admin has the highest level of control.
An Admin can:
- Create, edit, and delete entries
- Manage Areas, Boxes, and Items
- Upload and manage photos
- Export inventory data
- Configure Zone settings
- Add and manage users
- Change user roles
Each Zone has one Admin at a time.
Editor
An Editor can help maintain the inventory without managing the Zone itself.
Editors can:
- Create entries
- Edit entries
- Delete entries
- Upload and manage photos
- Export inventory data
This role works well for a partner, family member, or anyone else who actively helps keep your inventory current.
Viewer
A Viewer can access the inventory without changing it.
Viewers can:
- View Areas, Boxes, and Items
- View photos
- Search the inventory
- Browse the Zone
They cannot make changes.
Viewer access is useful when someone needs the information in your home inventory but doesn’t need to manage it.
Which Everspruce User Role Should You Choose?
A simple way to think about the three roles is:
| Role | Best For | Access |
|---|---|---|
| Admin | Primary inventory owner | Full control, including users and Zone settings |
| Editor | Partner or family member helping manage the inventory | Can add, edit and delete inventory |
| Viewer | Someone who only needs to look things up | View and search only |
For example, you might make yourself the Admin, your spouse or partner an Editor, and another family member a Viewer.
Everyone can access the same Zone, but each person has the level of control appropriate for them.
How to Add a User to Your Everspruce Home Inventory
Only the current Admin can add another user to a Zone.
The process is similar on iPhone, iPad, Android, and the Everspruce Web App.
On iPhone or iPad
- Open the Everspruce app.
- Go to your Zone settings and open Manage Users.
- Select Add New User.
- Enter the person’s email address.
- Choose the appropriate role.
- Save your changes.
On Android
- Open the Everspruce app.
- Go to your Zone settings and open the user list.
- Add the person using their email address.
- Choose their role.
- Save your changes.
On the Web
- Open the Everspruce Web App.
- Open your Zone settings.
- Go to the user-management section.
- Enter the person’s email address.
- Choose their role.
- Save your changes.
What If the Person Doesn’t Have an Everspruce Account Yet?
You can add someone by email even if they haven’t created their Everspruce account yet.
If the email address already belongs to an Everspruce account, the person can be added to the Zone at the role you’ve selected.
If they haven’t registered yet, Everspruce creates a pending invitation for that email address. Once they create their account, the pending invitation can become active membership at the selected role.
A person who hasn’t created an Everspruce account yet cannot be assigned Admin access. A pending user can be assigned Editor or Viewer access until their account has been created.
How to Change a User’s Role
As your household or circumstances change, someone’s level of access may need to change too.
The Zone Admin can return to Manage Users, select the user, and change their role.
For example:
- A Viewer who begins helping maintain the inventory can become an Editor.
- An Editor who no longer needs to make changes can become a Viewer.
- Admin responsibility can be transferred to another existing Everspruce user.
This means you don’t have to remove someone and add them again just because their responsibilities change.
How to Transfer Admin Access
Every Everspruce Zone has one Admin at a time.
If you want someone else to take responsibility for the Zone, you can transfer Admin access to another existing user.
When another user becomes Admin, the previous Admin automatically becomes an Editor.
This prevents a Zone from ending up with multiple Admins or no Admin at all.
Because of this, the current Admin cannot simply demote themselves. To step down, they first need to transfer Admin access to another eligible user in the Zone.
When Is Multi-User Home Inventory Most Useful?
The ability to share an inventory becomes particularly valuable when several people are involved with the same belongings.
Moving
One person can inventory the kitchen while someone else works on the garage or bedrooms.
Later, family members can search the same inventory to see what was packed and where belongings are located.
Household Organization
Instead of one person being responsible for remembering where everything is stored, other members of the household can access the same Everspruce inventory.
Estate Organization
Family members helping document or manage belongings can be given the appropriate level of access without automatically giving everyone full control of the inventory.
Storage
Someone can check what is stored in a particular Box or Area without needing to ask the person who originally organized it.
This becomes particularly useful when you combine shared access with Everspruce QR Code Labels.
Frequently Asked Questions
How many people can share an Everspruce home inventory?
An Everspruce Zone can be shared with up to four users.
Each user can be assigned an appropriate role based on the level of access they need.
How many Admins can an Everspruce Zone have?
One.
Every Zone has one Admin at a time.
What’s the difference between an Admin and an Editor?
Both can perform much of the everyday work involved in maintaining an inventory.
An Editor can create, edit, and delete entries, manage photos, and export data.
The Admin has additional control over Zone settings, users, and user roles.
What can a Viewer do?
A Viewer can browse and search the Zone and view its entries and photos.
A Viewer cannot make changes to the inventory.
Can I add someone as Admin before they’ve created an Everspruce account?
No.
Admin access can only be assigned to someone who already has an Everspruce account.
A pending user who hasn’t registered yet can be assigned Editor or Viewer access.
Can I change someone’s role later?
Yes.
The Admin can change another user’s role as their responsibilities change.
How do I make someone else the Admin?
Change that existing user’s role to Admin.
Because an Everspruce Zone has only one Admin, the previous Admin automatically becomes an Editor when the transfer takes place.
What happens if I don’t have access to a Zone?
Contact the Zone’s Admin and give them the email address associated with your Everspruce account so they can add you.
One Home Inventory the Whole Household Can Use
Sharing your home inventory shouldn’t mean giving everyone complete control over it.
With Everspruce user roles, one household can work from the same organized inventory while each person gets the access they actually need.
Keep one person as Admin. Give Editors the ability to help maintain the inventory. Let Viewers search and see what’s there without worrying about accidental changes.
Whether you’re organizing your home together, preparing for a move, managing belongings with family members, or simply giving someone else access to information about what you own, Everspruce makes it easier to keep everyone working from the same inventory.
One inventory. Multiple users. The right access for everyone.
