Login, users and permissions

Permissions protect your data and make every action traceable. When each person has their own account, you can see who created or changed a record. This guide explains how to plan roles before you create users.

Steps

1. List the roles in your business

   Write down who does what: owner, manager, cashier, accountant, store keeper, sales staff and so on. Roles are easier to manage than individual exceptions.

2. Decide what each role may do

   For every role, decide which screens it may open, which records it may create, edit or delete, and which reports it may see. Be strict with deletion and with profit reports.

3. Create the users

   Add each person with their own name and login. Never create a shared account for the whole counter.

4. Assign roles and branches

   Attach each user to a role and, if relevant, to specific branches so staff see only their own branch.

5. Test with a normal user

   Sign in as a normal staff member and confirm that restricted screens are really hidden.

6. Review access regularly

   Every month, check the user list. Disable accounts of people who have left and review who can see financial reports.

Tips

• Disable rather than delete users who leave, to keep the history
• Limit edit and delete rights on posted invoices
• Use a manager role for discounts and approvals

Common mistakes

• Giving everyone administrator access to save time
• Forgetting to remove access when someone leaves
• Using weak or shared passwords