Users, Roles and Permissions: Your Questions Answered
How to give your team access without giving away the keys — the most common questions about users and permissions.
Q: How do I add my accountant as a user?
A: Click your name at the top right → User Management → Add User. Give them their own username and password and assign a role such as "Accountant". Never share your own login.
Q: What is the difference between a role and a permission?
A: A permission is one right, like "create sales invoices" or "view reports". A role is a named bundle of permissions (Cashier, Accountant, Store Keeper). Assign roles to users and change the role once to update everyone who has it.
Q: Where do I change what a role can do?
A: Your name → User Permissions. Tick or untick view / create / edit / delete / approve for each module and save.
Q: My cashier should only use POS. Possible?
A: Yes. Create a role with only the POS permissions. Their left menu will show only what they can use.
Q: Can I require my approval before certain entries are posted?
A: Yes. As the account owner, set it up in Approvals → Approval Settings. Pending entries appear in Approvals → Pending Requests.
Q: Can I see who changed an invoice?
A: Every create, edit and delete is logged with the user and time. Each user sees their own actions in My Activity.
Q: A staff member left. What should I do?
A: Deactivate or remove their user in User Management straight away. Their history stays for your records, but they can no longer log in.