Users & Roles — Managing Who Can Do What

Controlling who can access your system — and what they're allowed to do — is essential for security and smooth operations. This guide covers how to add users, create roles, and set permissions.

What You'll Learn

• How to add new users
• How to create roles with specific permissions
• How to assign roles to users
• How to manage user access
• How to set up sales commission agents

Understanding Users, Roles, and Permissions

Think of it this way:

• You create Roles (like job descriptions)
• Each role has Permissions (what that job is allowed to do)
• You assign a Role to each User (so they get the right access)

How to Add a New User

1. Go to User Management → Users from the left sidebar.
2. Click Add at the top right.
3. Fill in the details:

Personal Information

• Name Prefix — Mr, Mrs, Ms, etc.
• First Name — The user's first name
• Last Name — The user's last name
• Email — Their email address (used for notifications)

Login Credentials

• Username — What they'll use to log in (must be unique)
• Password — A strong password (at least 8 characters)
• Confirm Password — Enter the password again

Access Settings

• Role — Choose a role (e.g., "Cashier", "Manager", "Admin")
• Business Location — Which location(s) this user can access
• Is Active? — Turn on to allow login, turn off to block access

4. Click Save.

📸 [Screenshot: The Add User form with all sections visible]

💡 Tip: Always create individual accounts for each person. Never share login credentials — it's important for security and tracking.

How to Edit or Deactivate a User

1. Go to User Management → Users.
2. Find the user in the list.
3. Click Actions → Edit.
4. Make your changes:
   • To block a user's access, uncheck Is Active?
   • To change their role, select a new one from the Role dropdown
   • To reset their password, enter a new password in the password field
5. Click Update.

📸 [Screenshot: The user list with the Actions dropdown]

⚠️ Important: Deactivating a user blocks their login immediately but preserves all their transaction history.

How to Create a Role

Roles define what each type of user is allowed to do.

1. Go to User Management → Roles.
2. Click Add at the top right.
3. Enter a Role Name (e.g., "Cashier", "Stock Manager", "Branch Manager").
4. Check the permissions this role should have:

Permission Categories

5. For each permission, you'll see options like:

   • View All — See everything
   • View Own — Only see their own records
   • Add — Create new records
   • Edit — Modify existing records
   • Delete — Remove records

6. Click Save.

📸 [Screenshot: The Add Role form showing permission checkboxes]

Example Roles

Here are some common role setups:

Cashier:

• ✅ POS Sale (view own, add)
• ✅ Cash Register (open, close)
• ❌ Everything else

Stock Manager:

• ✅ Products (view all, add, edit)
• ✅ Purchases (view all, add, edit)
• ✅ Stock Adjustment (view all, add)
• ✅ Stock Transfer (view all, add)
• ❌ Settings, Users, Reports

Branch Manager:

• ✅ Most features for their location
• ✅ Reports (view all)
• ❌ Settings, User Management, Backup

Administrator:

• ✅ Everything

Sales Commission Agents

If your sales staff earn commission, you can set them up as commission agents:

1. Go to User Management → Sales Commission Agents.
2. Click Add to create a new agent.
3. Enter:
   • Name Prefix, First Name, Last Name
   • Email and Contact Number
   • Address details
   • Commission Percentage — How much they earn per sale (e.g., 5%)
4. Click Save.

When creating a sale, you can select a commission agent. Their commission is calculated automatically.

📸 [Screenshot: The Add Commission Agent form]

💡 Tip: View commission earnings in the Sales Representative Report under Reports.

User Settings (Personal Preferences)

Each user can adjust their own settings:

1. Click your name at the top-right corner of the screen.
2. Select Profile.
3. You can change:
   • Password — Update your login password
   • Language — Switch the interface language
   • Other preferences — Based on role

📸 [Screenshot: The user profile page]

Sign In As Another User

Administrators can temporarily log in as another user to troubleshoot issues:

1. Go to User Management → Users.
2. Click Actions → Sign In As next to the user.
3. You'll be logged in as that user.
4. To return, click Back to Admin or log out.

⚠️ Important: Use this feature only for troubleshooting. All actions will be logged under the user's account.

Settings & Options

Common Questions

Q: Can a user have multiple roles? A: Each user is assigned one role. To give someone broader access, create a custom role with all the needed permissions.

Q: What happens when I deactivate a user? A: They can't log in anymore, but all their past work (sales, purchases, etc.) is preserved.

Q: Can different users see different locations? A: Yes! When editing a user, you can assign them to specific business locations. They'll only see data from those locations.

Q: How do I know who did what in the system? A: Check the Activity Log under Reports. It shows every action taken by every user.

Tips & Best Practices

• 📌 Follow the principle of least access — only give users the permissions they need
• 📌 Create separate roles for different job functions instead of giving everyone admin access
• 📌 Review user accounts regularly and deactivate anyone who no longer works for you
• 📌 Use the Activity Log to monitor unusual activity
• 📌 Never share login credentials between users