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]

Module Overview

Sales Commission Agent field permissions control whether an assigned user can change either commission agent while creating or editing sales.

Purpose of the Feature

Use these settings to keep commission assignments consistent when a user may enter sales but should not be able to change the assigned agent.

User Access / Permissions

Users with permission to update users can configure these options from User Management → Users → Actions → User Settings → Sale. The setting applies to the selected user in Direct Sale and POS sale forms.

Step-by-Step Usage Instructions

1. Open User Management → Users.
2. Find the user and open Actions → User Settings.
3. Select the Sale tab.
4. Enable Readonly Sales Commission Agent, Readonly Sales Commission Agent 2, or both.
5. Save the user settings.
6. When either Commission Agent option is enabled in Settings → Business Settings → Sale, the corresponding field is shown as read-only for that user.

Field Descriptions

Business Logic / Workflow

Each checkbox controls its corresponding Commission Agent field independently. The permission applies only when the related Commission Agent option is enabled in Business Settings; it does not change the saved agent assignment or commission calculation.

Notes or Important Considerations

Changing either permission affects Direct Sale and POS sale forms for that user. Users with both settings disabled can select agents normally when the corresponding business options are enabled.

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