Creating Users

Creating Users

Creating users in EquiBillBook allows you to add team members to your account and give them access to the system. This guide will walk you through the process of creating new user accounts.

Before Creating a User

Before you create a new user, ensure you have:

• ✓ Admin or Super Admin access
• ✓ User's full name and email address
• ✓ Decided on the user's role and permissions
• ✓ Determined which modules the user needs access to

Accessing User Creation

To create a new user:

1. Navigate to Settings → User Settings → Users
2. Click "Add User" or "Create User" button
3. You'll see the user creation form

Step-by-Step User Creation

Step 1: Basic Information

Fill in the user's basic details:

• Full Name: Enter the user's complete name (required)
• Email Address: Enter a valid email address (required, will be used for login)
• Phone Number: Enter contact number (optional but recommended)
• Designation: Enter job title or designation (optional)

Important: The email address must be unique and will be used as the login username.

Step 2: Login Credentials

Set up how the user will log in:

Option A: Set Password Now

• Enter a password for the user
• Confirm the password
• User can log in immediately
• User should change password on first login (recommended)

Option B: Send Invitation Email

• Select "Send invitation email"
• User will receive an email with setup instructions
• User will set their own password
• More secure option

Step 3: Assign Role

Select a role for the user:

• Super Admin: Full access to everything
• Admin: Most features, some restrictions
• Manager: Module-specific management
• Staff/Employee: Limited access based on role
• Viewer: Read-only access
• Custom Role: User-defined permissions

Note: You can customize permissions after assigning a role.

Step 4: Set Permissions

Configure what the user can access:

Module Access

• ✓ Sales Module
• ✓ Purchase Module
• ✓ Inventory Module
• ✓ Accounts Module
• ✓ Banking Module
• ✓ Restaurant Module
• ✓ Reports
• ✓ Settings

Action Permissions

For each module, set:

• View: Can see records
• Add: Can create new records
• Edit: Can modify existing records
• Delete: Can remove records

Step 5: Branch/Location Access (if applicable)

If you have multiple branches:

• Select which branches the user can access
• Choose "All Branches" for full access
• Or select specific branches

Step 6: Additional Settings

Configure additional options:

• Status: Active (can log in) or Inactive (cannot log in)
• Email Notifications: Enable/disable email notifications
• Sales Agent: Assign as sales agent if applicable
• Notes: Add any internal notes about the user

Step 7: Save User

1. Review all information
2. Click "Save" or "Create User"
3. User account will be created
4. If invitation email was selected, user will receive an email

User Creation Methods

Method 1: Manual Creation

Create users one at a time through the interface:

• Best for: Small teams, individual additions
• Advantages: Full control, immediate setup
• Time: 2-5 minutes per user

Method 2: Bulk Import

Import multiple users from Excel/CSV:

• Best for: Large teams, multiple users
• Advantages: Fast, efficient
• Requirements: Properly formatted file

After Creating a User

1. Notify the User: Inform them that their account is ready
2. Share Login Details: If password was set, share securely
3. Provide Training: Guide them on how to use their access
4. Verify Access: Ensure they can log in and access needed features
5. Monitor Activity: Check their initial usage

Common User Creation Scenarios

Scenario 1: New Sales Staff

1. Create user with Sales role
2. Enable Sales Module access
3. Set permissions: View, Add, Edit (no Delete)
4. Enable Customer access
5. Disable Settings access

Scenario 2: Accountant

1. Create user with Accountant role
2. Enable Accounts Module full access
3. Enable Reports access
4. Enable Sales and Purchase view access
5. Disable delete permissions

Scenario 3: Warehouse Manager

1. Create user with Manager role
2. Enable Inventory Module full access
3. Enable Stock Adjustment and Transfer
4. Enable Purchase view access
5. Enable Inventory Reports

Best Practices

• Use Real Email Addresses: Always use valid, active email addresses
• Strong Passwords: If setting password, use strong passwords
• Invitation Emails: Prefer invitation emails for better security
• Principle of Least Privilege: Give minimum necessary access
• Document Roles: Keep track of who has what access
• Regular Review: Periodically review user access

Troubleshooting

Email already exists?

• Each email can only be used once
• Check if user already exists
• Use a different email or reactivate existing account

User not receiving invitation email?

• Check spam/junk folder
• Verify email address is correct
• Check email server settings
• Resend invitation if needed

Cannot assign certain permissions?

• Some permissions may require specific roles
• Check your own permission level
• Contact admin if you need higher access

Related Articles

• User Management: Overview of user management
• User Roles and Permissions: Understanding roles and permissions
• User Groups: Organizing users into groups
• Access Control: Advanced access control settings

Creating users properly ensures your team has the right access to work efficiently while maintaining security!