Settings, users and permissions
Set up how the business works, invite people, and give each person rights per page, per field and per amount, with record rules and an access review.
What it is
Settings is where the owner sets up how the business works and who may do what. The settings hub groups every page: Start here (Business setup, Business policies), Company, People & access, Money & tax, Selling, Buying, Stock & production, Messages, Automation & AI, Customization & print, Data & compliance and Reference data.
Every person signs in with their own account and gets their own rights: per page (view, add, edit, delete, approve with an amount limit), per field (cost, margin and supplier prices can be hidden), and per record (only their own documents or their location's). The owner is never restricted.
Who it is for
- Owners setting up a new business.
- Managers who add staff and decide what each may see and do.
- Accountants who need to keep cost and margin away from sales staff.
Before you start#
- The owner manages settings, and can give an employee access to individual settings pages on Settings › Access policy › Who else may open settings.
- Add your locations first (Settings › Locations) if people will be tied to one.
Step by step#
- Open Settings › Business setup and choose the mode that fits: Counter / retail, Direct billing, Trading (B2B), Distribution, Services, Manufacturing or Everything. Switch off the stages and features you do not use.
- Open Settings › General and set the time zone, currency, fiscal year, date and number formats, country and language.
- Open Settings › Users and choose Add a user: their e-mail is what they sign in with.
- Open Settings › Roles & permissions, choose New role and start from a template (Cashier, Sales rep, Store keeper, Purchaser, Accountant or Manager), then adjust the ticks.
- Give the person the role, a location, and — if needed — Only this location.
- Open Settings › Record rules to limit what they see within a page.
Rights per page#
For each screen a person can have View, Add, Edit and Delete, and Approve with an amount limit in your currency. Parts of a screen follow it: the period lock follows Chart of accounts Edit, product labels follow Products, count approvals follow Stock count. Writes follow the document's own screen: holding an invoice needs Edit on Sales invoice; supplier prices need Edit on Supplier. Starting, stopping or resetting an integration sync needs Integrations Edit.
Field rights#
The owner can hide whole kinds of figures from a person:
- Cost and stock value — unit, average and landed cost, cost of goods sold, stock value at cost.
- Margin and profit — margin, profit, markup.
- Supplier prices — supplier price lists and purchase agreements.
Hidden figures are removed wherever data leaves the server: the pages, reports and their PDFs and scheduled e-mails, the API, connected AI apps and the assistant. Whoever may open a purchase order still sees its prices.
Record rules#
For sales (orders, invoices) and purchasing (orders, receipts, bills), choose per person: Everything they may open, Only the documents they created, or Only their location's documents.
Access review#
Access review (CSV) on the Users or Roles page lists every person with what they may do, including each connected AI app and what it may do. Use it for periodic access reviews.
Business policies and other settings#
- Business policies are time-based rules the business runs by itself.
- Workflows route approvals for sales orders, purchase orders, transfer orders, stock adjustments, work orders, jobs, quotations, budgets, depreciation periods and till discounts.
- Document numbers (on Settings › General) set each document type's prefix (up to 6 characters) and padding, with one sequence for the business or one per location.
- Every settings change is recorded in the audit log with who and when.
Limits and what is not there yet#
- Several locations cannot be turned off while there is more than one location.
- The owner's own rights cannot be limited, and provisioning from an identity provider never gives Admin.
Questions#
Can I stop a cashier from seeing cost prices?
Yes. Hide Cost and stock value (and Margin and profit) for that person; they disappear from screens, reports, exports and the assistant.
Can a salesperson see only their own orders?
Yes. In Record rules, set Sales to Only the documents they created.
How do approval limits work?
Each person's Approve right on a page can carry an amount limit in your currency; they cannot approve a document above it.
Can an employee open some settings pages?
Yes. The owner ticks the pages they may open in Access policy › Who else may open settings.