Add users and set what they can do (roles)

Each person should have their own login. Never share a password. The Activity Log then shows exactly who did what, which the BIR expects for a computerized accounting system.

Where: Administration › User Management.

Add a user

1. Click + Add User.
2. Enter the Name and Email, and choose a Role.
3. Set a password: at least 10 characters, with upper and lower case letters and a number.
4. Click Save and give them their login details privately.

Your plan sets how many users you can have. See Plan and Billing.

Roles

Click Manage Roles to create roles such as Bookkeeper, Cashier, HR or Project Manager.

1. Role Name.
2. Module Access: switch on only what this role needs. In Projects & CRM each item is its own switch. For example, someone can have Tickets without Leads, or see only their own projects.
3. Require two-factor authentication: recommended for anyone who can see payroll or bank accounts.
4. Save.

When someone leaves

Open the user and disable them instead of deleting. Their history stays in the Activity Log.

Tip: Employees who only need their payslips, leave and attendance don't need a staff login. Link them to the Employee Portal from their employee record instead.