Updated January 04, 2026
Configuring User Permissions
User permissions in EquiBillBook allow you to control what each user can access and modify in your account. This is essential for maintaining data security and ensuring users only have access to the features they need.
Understanding User Permissions
User permissions determine:
- Which modules a user can access
- What actions they can perform (view, create, edit, delete)
- Which records they can see (all records, only their own, or specific branches/locations)
- Whether they can access reports and settings
Types of Users
- Super Admin/Owner: Full access to all features and settings
- Admin: Can manage most features but may have restrictions on critical settings
- Manager: Can manage operations within assigned modules
- Staff/Employee: Limited access based on their role
- Viewer: Read-only access to specific modules
Before You Start
- ✓ Identify all users who will access your EquiBillBook account
- ✓ Determine what each user needs to do in the system
- ✓ Plan permission groups for similar roles
- ✓ Understand your business workflow and access requirements
Accessing User Settings
- Log in as Super Admin or Admin
- Navigate to Settings → User Settings or Users
- You'll see a list of all users in your account
Creating a New User
Step 1: Add User
- Click "Add User" or "Create User"
- Fill in the user details:
- Full Name
- Email Address (will be used for login)
- Phone Number
- Password (or send invitation email)
- Click "Next" or "Continue"
Step 2: Assign Role
- Select a predefined role (if available) or create custom permissions
- Common roles include:
- Sales Manager
- Purchase Manager
- Accountant
- Cashier
- Warehouse Manager
- Viewer
Step 3: Configure Permissions
Set permissions for each module:
Sales Module Permissions
- ✓ View Sales Invoices
- ✓ Create Sales Invoices
- ✓ Edit Sales Invoices
- ✓ Delete Sales Invoices
- ✓ Cancel Sales Invoices
- ✓ View Sales Reports
- ✓ Manage Sales Settings
Purchase Module Permissions
- ✓ View Purchase Bills
- ✓ Create Purchase Bills
- ✓ Edit Purchase Bills
- ✓ Delete Purchase Bills
- ✓ View Purchase Reports
- ✓ Manage Purchase Settings
Inventory Module Permissions
- ✓ View Items
- ✓ Create/Edit Items
- ✓ Delete Items
- ✓ View Stock
- ✓ Adjust Stock
- ✓ Transfer Stock
- ✓ View Inventory Reports
Accounts Module Permissions
- ✓ View Chart of Accounts
- ✓ Create/Edit Accounts
- ✓ Create Journal Entries
- ✓ Edit Journal Entries
- ✓ View Financial Reports
- ✓ Manage Account Settings
Customer/Supplier Permissions
- ✓ View Customers/Suppliers
- ✓ Create/Edit Customers/Suppliers
- ✓ Delete Customers/Suppliers
- ✓ View Customer/Supplier Reports
Settings Permissions
- ✓ Organization Settings
- ✓ Module Settings
- ✓ User Management
- ✓ System Settings
Advanced Permission Settings
Record-Level Access
- All Records: User can see all records in the system
- Own Records Only: User can only see records they created
- Branch/Location Specific: User can only see records for assigned branches
Approval Permissions
- Set approval limits for transactions (e.g., invoices above a certain amount)
- Configure who can approve different types of transactions
- Set up approval workflows
Financial Limits
- Set maximum transaction amounts users can create
- Configure discount limits
- Set payment approval thresholds
Editing User Permissions
- Navigate to Settings → User Settings
- Find the user you want to modify
- Click "Edit" or the user's name
- Go to the "Permissions" tab
- Modify the permissions as needed
- Click "Save"
Creating Permission Groups
For easier management, create permission groups:
- Navigate to Settings → User Settings → Permission Groups
- Click "Create Group"
- Name the group (e.g., "Sales Team", "Accountants")
- Configure permissions for the group
- Save the group
- Assign users to the group
Best Practices for User Permissions
- Principle of Least Privilege: Give users only the minimum permissions they need
- Regular Reviews: Periodically review and update user permissions
- Use Groups: Create permission groups for similar roles to simplify management
- Document Permissions: Keep a record of who has what access
- Remove Inactive Users: Deactivate or delete users who no longer need access
- Test Permissions: Test user access to ensure permissions work as expected
Common Permission Scenarios
Sales Team Member
- Can create and edit sales invoices
- Can view customer information
- Cannot delete invoices
- Cannot access purchase or accounts modules
- Can view sales reports only
Accountant
- Can view all financial data
- Can create journal entries
- Can access all reports
- Cannot modify organization settings
- Can manage chart of accounts
Cashier/POS User
- Can create POS sales
- Can view items and prices
- Cannot modify item prices
- Cannot access reports
- Can only see their own transactions
Warehouse Manager
- Can view and manage inventory
- Can adjust stock
- Can transfer stock between locations
- Can view inventory reports
- Cannot access sales or purchase modules
Deactivating Users
- Navigate to Settings → User Settings
- Find the user to deactivate
- Click "Deactivate" or toggle the status
- Confirm the deactivation
Note: Deactivated users cannot log in but their historical data remains in the system.
Security Considerations
- Strong Passwords: Enforce strong password policies
- Two-Factor Authentication: Enable 2FA for sensitive roles
- Regular Audits: Review user access logs regularly
- Session Management: Configure session timeouts
- IP Restrictions: Restrict access from specific IPs if needed
Troubleshooting
User Cannot Access a Feature
- Check if the user has permission for that module
- Verify the specific action permission (view, create, edit)
- Check if the module is activated for the organization
- Verify user account is active
User Sees More/Less Than Expected
- Review record-level access settings
- Check branch/location assignments
- Verify "Own Records Only" settings
What's Next?
After configuring user permissions:
- Test each user's access to ensure it works correctly
- Train users on their assigned permissions
- Review permissions periodically
- Understand module activation (see Understanding Module Activation)
Remember: Proper user permission configuration is crucial for data security and operational efficiency. Take time to plan and implement permissions correctly.