# 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 | Term | What It Means | |---|---| | **User** | A person who logs in to ActuaryPOS Hybrid Solution (e.g., a cashier, manager, or admin) | | **Role** | A job title with a defined set of permissions (e.g., "Cashier", "Manager") | | **Permission** | A specific ability (e.g., "Can add products", "Can view reports") | 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 | Category | What It Controls | |---|---| | **User** | Manage users (view, add, edit, delete) | | **Suppliers** | Manage supplier contacts | | **Customers** | Manage customer contacts | | **Products** | View, add, edit, delete products | | **Purchases** | Create and manage purchases | | **Sells (POS)** | Access the POS screen and make sales | | **Sells (Direct)** | Create direct sales and invoices | | **Stock Adjustment** | Adjust stock levels | | **Stock Transfer** | Transfer stock between locations | | **Expenses** | Add and manage expenses | | **Reports** | View business reports | | **Settings** | Access business settings | | **Tax Rates** | Manage tax rates | | **Payments** | Record payments | | **Accounts** | Manage payment accounts | | **Backup** | Access database backup | 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]* --- ## 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 | Setting | What It Does | Where to Find It | |---|---|---| | **Username Prefix** | Adds a prefix to auto-generated usernames | **Settings → Business Settings → Prefixes** | | **Commission Agent Setting** | Enable/disable commission agents | **Settings → Business Settings → Sale** | | **User Management Module** | Enable/disable user management features | Always enabled by default | --- ## 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