Sign in, and what to do when you cannot
Where your dashboard lives, what the sign in screen asks for, and how a staff password gets reset.
3 min read
Staff and HR
Add staff, and decide what they can see
Roles first, then people. What a rank means, what the permission matrix covers, and why an administrator ignores it.
6 min readUpdated
A user has to be given a role when you create them, so create the roles you actually have first. Settings, then Roles and permissions, then Add Role. It asks for a Name and a Description, and the button is Submit.
Name the role after the job, not the person. Cashier, Stock clerk, Branch manager. A role named after somebody who leaves is a role nobody dares change.
| Rank | What it means |
|---|---|
| Account Owner | The highest rank. The only one that can change another role's rank or remove an administrator |
| Administrator | Passes every permission check. What is ticked in the matrix does not restrict it |
| Staff | The permission matrix decides what this role can open |
That second row is the one that catches people out. Ticking boxes for an administrator role changes nothing, and the matrix screen tells you so when you open it. Only a Staff rank is actually restricted.
From the role list, choose Change Permission. The screen is titled Group Permission and lays out 26 groups against View, Add, Edit and Delete.
- The groups cover Product, Purchase, Sale, Draft, Expense, Income, Quotation, Transfer, both returns, Employee, User, Customer, Biller, Supplier, Dashboard, AI Profit Projection, POS, Accounting, HRM, Reports, Addons, Settings and a Miscellaneous group.
- Use Find a permission to jump to one, and Select all on a group to tick a whole block.
- The counter shows how many of the total are granted, and the bar tells you how many you are about to grant and revoke.
- Press Save permissions. Leaving the screen with unsaved changes discards them.
Permissions worth thinking about rather than ticking by habit: Handle discount under POS, Today profit and Today sale under Miscellaneous, Backup database under Settings, and Empty database, which does exactly what it says.
- People, then Add User.
- Fill UserName, Email, Phone Number and Password. Generate makes a six digit password for you.
- Choose the Role.
- A staff role also needs a Biller and a Warehouse.
- Press Add User.
The number of logins you may have is capped by your plan. When you reach it the Add User button changes into a link to Change plan and the screen says you are using every one of the accounts your plan includes.
Deleting a user stops them signing in and changes nothing they recorded. Every sale, purchase and payment stays exactly where it is, which is the point of giving each person their own login.
One user carries a Primary account badge. It is the one your subscription is attached to, and it cannot be deleted, deactivated or moved off the owner role. A role that still has people on it cannot be deleted cleanly either: move them to another role first, or they keep every permission it grants with no screen left to change it.
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Did this not solve it?
Open a support ticket from inside your dashboard and the whole conversation stays on one page. If you are not signed in yet, use the contact form.