Roles and permissions
A role is a set of permissions. Each user has one role, and the role decides which pages they see and what they can do on each: view, create, approve, edit or delete.
Go to Users section › Permission.
Built-in roles
| Role | Who | Notes |
|---|---|---|
| Company | The company owner | Full access. Can't be changed. |
| Accountant | Your accountant or finance staff | Created with every company with sensible defaults (including View Cost). Its permissions can be changed, but the role can't be deleted. |
You can add as many roles as you like, for example Cashier, Store keeper, Sales, Manager.
Creating a role
- Click Add New Role, type the Role Name (unique) and Save.
- Open the role's tab and tick its permissions (below).
- Click Update.
Delete Role removes a role and its permissions; a role still assigned to users can't be deleted.
The permission grid
Pages are grouped by section (Item Section, Sale Section, Purchase Section...). For each page:
| Column | Allows |
|---|---|
| Active | The page is available to the role at all |
| Allow all | Ticks every permission on the row |
| View | Open the page and see records (and related reports) |
| Creat | Add new records and save drafts |
| Approved | Approve documents (post them) |
| Edit | Change existing records |
| Delete | Delete records |
With the Hospitality section, Tables (Hospitality Section) covers the Tables board and Places. Waiters and cashiers who take orders at places also need POS (Create and Approve).
With the Automotive section, Auto Section has Workshop Board, Job Cards (Approve = deliver the car), Vehicles and Bays. The estimates and invoices of job cards are standard Sales documents, so whoever makes them also needs Sales; see Job cards.
With the Education section, Education Section has Students, Classes (years, grades, classes, enrollment), Fee Plans and Student Fees (discounts, charges, fee accounts, overdue). Adding students also needs Customer (Create), and making fee invoices needs Sales (Create and Approve); see Student fees.
Only pages in your plan are listed. Ticking Reset Roles & Modules reloads the saved permissions and discards changes you haven't saved.
Split preparing from approving: give clerks Creat and Edit, and managers Approved. Clerks save drafts; managers check and approve them.
Special permissions
- View Cost (Item Section, only View matters): see purchase rates, average costs, stock values and the inventory valuation report. Without it, costs are hidden everywhere except on purchase documents (which need Purchase). Owners always have it; the Accountant role has it by default.
- Cash Book: the cash book and cash balances reports.
- Bank Reconciliation, Bank Accounts, Bank Transactions: the bank pages separately.
- Permission: managing roles themselves. Give it only to people you trust.
Access denied
A user who opens a page their role doesn't allow sees Access denied. Attempts are recorded in the information log. Changes to a role apply the next time the user opens a page.