Users and permissions
Groups and permissions
Build a group for each job role, tick the screens and actions it may use, start from a ready role template and choose the screen its members see after signing in.
3 min readLast updated
In this article
A group is a job role: Cashier, Accountant, Storekeeper, HR Manager. Every user belongs to one group, and the group's permissions decide which menu entries, screens and buttons that user sees. You never give a permission to a single person; you give it to their group.
Create a group
Open Administration › Access Control › Groups.
Select Add group.
Type the group's Name.
Optionally choose a Default landing page: the screen members of this group open right after they sign in. Type to search the list; it is grouped the same way as the sidebar. Leave Home dashboard (default) to keep the normal home page.
Keep Active on and select Save.
A landing page is a convenience, not a restriction. A cashier group can open on the point of sale, and a field sales group on its daily feed, but members can still open any other screen their permissions allow.
Choose the group's permissions
In the list, open the group's actions menu and select Permissions. The Permissions — {name} panel opens.
To start quickly, pick one of the Role templates at the top. The template fills in a sensible set for that role. Nothing is stored yet: review it before saving.
Adjust the tree. It follows the sidebar: module, then section, then screen, then the actions on that screen such as add, edit or delete. Ticking a module or a screen ticks everything under it.
Use the search box to find a screen by name. Select all shown and Clear all shown act only on what the search shows. Expand all and Collapse all open or close the whole tree.
Check the counter that shows how many permissions are selected, then select Save.
The role templates
The panel offers these starting points: Cashier, Salesperson, Accountant, HR Manager, Employee (ESS), Line Manager (ESS + team), Inventory Clerk, Purchasing Officer, CRM Agent, Field Sales Rep, Pre-Sales, Sales Manager, Manufacturing Operator and Administrator (full access). Parts of a template that belong to modules your plan does not include are skipped.
When you tick a deep screen, the system also grants the module and section above it when you save. A screen can therefore never be granted but hidden because its menu heading is missing.
Edit or remove a group
To rename a group, change its landing page or switch it off, select Edit in its actions menu.
To stop using a group, select Delete and confirm. The group is switched off and shows as inactive, because existing users and records still refer to it. Users in that group lose its permissions, so move them to another group first.
Common questions
A user still cannot see a screen after I granted it. Check three things in order: the screen is ticked in their group, your subscription includes that module, and the user has signed out and signed in again since the change.
The screen opens but a button is missing. The screen permission is granted but the action under it (for example add or delete) is not. Expand the screen in the tree and tick the action.
One person needs one extra screen. Permissions belong to groups. Create a group for that role, or add the screen to their current group if everyone in it may have it.