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Configure sub-users and roles
You can create and manage multiple sub-user logins under a single account to delegate tasks and control access.
To enable sub-user logins, go to User Menu > Subscription to purchase the Sub-User Login add-on.
Once enabled, navigate to User Menu > Sub-users to open the sub-user configuration dialog and begin setting up roles, permissions, and access.
Sub-user roles
- The following options are located on the toolbar
- Search: Allows you to search for specific data
- Refresh: Updates the current view by reloading the data
- Export to Excel: Enables exporting the current view data to an Excel file.
- New: Creates a new entry or record in the system.
- Data Table:
- : Expand row data to view more details. (available only in Mobile View)
- : Modify row data details (Mobile View: expand row to access)
- : Delete row data (Mobile View: expand row to access)
- Role Name: Name of sub-user role (e.g. Manager, Sales, Accountant, etc)
Sub-user role form
- Permission Level:
- No Access: User cannot view or interact with the data/feature/module.
- The corresponding page or menu item will be hidden from the user interface.
- Select-Only: User can select values from a drop-down list but cannot view underlying details.
- Applicable only to data objects that are selectable in other forms.
- A user with “Select-Only” permission for Products can select a product in the invoice form, but cannot view or edit product details. A user with “No Access” to Products cannot even select products in the form.
- Read-only: User can view data and details but cannot make any changes.
- Full-Access: User has full control, including viewing, editing, creating, and deleting data.
- Sub-user role form fields includes:
- Role Name: Name of sub-user role (e.g. Manager, Sales, Accountant, etc)
- Settings:
- Setting: Permission to manage user settings.
- User Profile: Permission to manage user profile.
- Business Transaction:
- Invoice: Permission to manage invoices.
- Quotation: Permission to manage quotation.
- Sales Order: Permission to manage sales order.
- Purchase Order: Permission to manage purchase order.
- Expense: Permission to manage expense.
- Self-Service: Permission to create, view, and submit own expenses only. Approval access is not allowed.
- Full Access: Permission to view, create, edit, approve, reject, cancel, and manage all expenses.
- Scheduling: Permission to manage the scheduling of tasks or deliveries.
- Self-billed e-Invoice: Permission to manage self-billed e-Invoices.
- Job Completion Note: Permission to manage job completion note from the schedule.
- Viewing and signing job completion notes from the schedule requires at least Read-only access
- Create job completion notes from the schedule requires Full Access
- Dashboard:
- Dashboard: Permission to open the Dashboard page
- Dashboard Pending Job: Permission to view pending job details and to start or complete jobs from the Dashboard page, including updating site photos.
- Dashboard Sales Data: Permission to view sales figures, metrics and chart at Dashboard page.
- Dashboard Financial Data: Permission to view financial metrics at Dashboard page.
- Dashboard Top Products: Permission to view top selling products ranking at Dashboard page.
- Dashboard Top Services: Permission to view top selling services ranking at Dashboard page.
- Dashboard Employee Summary: Permission to view employee summary at Dashboard page.
- Dashboard Team Summary: Permission to view the team summary at Dashboard page.
- Inventory Control:
- Inventory: Permission to manage inventory and inventory adjustment.
- Ship: Permission to ship items.
- Viewing and signing delivery notes from the schedule requires at least Read-only access
- Replenish: Permission to replenish items.
- Data Management:
- Customer: Permission to manage customers.
- Supplier: Permission to manage suppliers.
- Pricing: Permission to manage pricing.
- Industry: Permission to manage industries.
- Product: Permission to manage products.
- Product Type: Permission to manage product types.
- Service: Permission to manage services.
- Task: Permission to manage tasks.
- Audit Trail: Permission to view the audit trail for system activities.
- Accounting and Finance:
- View Costing: Permission to view costing information.
- Chart of Accounts: Permission to manage chart of accounts.
- Journal: Permission to view journal and add a manual journal entry.
- Financial Reports: Permission to generate financial reports.
- Debtor Statements: Permission to generate debtor statements.
- Creditor Statements: Permission to generate creditor statements.
- Bank Reconcilation: Permission to perform bank reconcilation.
Sub-users
- The following options are located on the toolbar
- Search: Allows you to search for specific data
- Refresh: Updates the current view by reloading the data
- Export to Excel: Enables exporting the current view data to an Excel file.
- New: Creates a new entry or record in the system.
- This button is enabled only when the number of configured sub-users is below the maximum allowed by your subscription plan.
- Data Table:
- : Expand row data to view more details. (available only in Mobile View)
- : Modify row data details (Mobile View: expand row to access)
- : Delete row data (Mobile View: expand row to access)
- Username: Username for the sub-user account.
- Sub-user Role: Sub-user role for the sub-user.
Sub-user form
- Username: The login username assigned to the sub-user account.
- Set password: Enable this checkbox to set or reset the sub-user’s password.
- Sub-users can change their password after logging into the system.
- Password: Enter the password for the sub-user account.
- Confirm Password: Re-enter the password to confirm it.
- Employee: Select the default employee associated with this sub-user.
- Sub-user Role: Assign a role to define the sub-user's access permissions.
- Default Industry: Optional. Specify the primary industry this sub-user works with. This may affect what data is shown or filtered for the user based on industry relevance.