Users and permissions
Add and manage users
Create a sign-in for each member of staff, place them in a group and branch, reset a forgotten password and deactivate people who leave.
3 min readLast updated
In this article
Every person who signs in to Rocket ERP needs their own user. The user decides three things: which branch the person works in, which group (and therefore which permissions) they have, and which cash box and point-of-sale terminal their sales post to.
Before you start
Create the groups you need. A user takes all of their permissions from their group.
Create the branch the user will work in, and save its default GL accounts. A new cash box is created under the branch's treasury account.
Your subscription allows a set number of users. When you reach it, deactivate a user who has left or upgrade your plan.
Add a user
Open Administration › Access Control › Users.
Select Add user. The New user panel opens.
Fill in the details listed below, choose the Group and the Branch, and enter the password twice.
Select Save. The user can sign in straight away with the Email and password you entered.
The user's details
First name and Last name, Email (it must be unique), Gender and an optional Date of birth and Photo.
Group: the permission group. Everything the user can see and do comes from it.
Branch: the user's home branch. It also decides which terminals and cash boxes the next two fields offer.
POS terminal: optional. Point-of-sale sales by this user always post to this terminal.
Cash box account: choose an existing treasury of the branch, or Create a new cash box for this user. With the second option you can type a New treasury name; leave it empty to use the user's name. The treasury account is created when you save.
Sales representative: include the user in salesperson pickers and commissions. It is on by default; switch it off for back-office staff.
Active: inactive users cannot sign in.
Edit a user
In the list, open the row's actions menu and select Edit.
Change what you need in Edit user and select Save.
To change what someone can do, move them to another Group. Leave the Password fields empty to keep the current password.
Reset a password
Administrators never see a user's password. When someone forgets theirs:
Open the row's actions menu and select Reset password.
Type the New password and the Confirm password, then save. Passwords need at least six characters.
Give the new password to the user in person.
Deactivate a user
Users are never deleted, because invoices, vouchers and approvals keep their name.
Open the row's actions menu and select Deactivate.
Select Confirm. The user can no longer sign in, and the row shows the inactive status.
To bring a user back, edit them and switch Active on again.
Common questions
What does "Super admin" in the Group column mean? That user belongs to the built-in full-access group. It bypasses permission checks and always sees the whole menu. Keep it for very few people.
The new cash box could not be created. The branch has no treasury parent account yet. Open the branch, save its default GL accounts, then save the user again, or choose an existing cash box.
I moved a user to another group, but their menu did not change. Ask them to sign out and sign in again.