Updated January 04, 2026
User Management
User Management in EquiBillBook allows you to control who has access to your account, what they can do, and how they interact with your business data. This is essential for maintaining security, organizing your team, and ensuring proper access control.
What is User Management?
User Management is the central hub for:
- Creating and managing user accounts
- Assigning roles and permissions
- Controlling access to modules and features
- Activating and deactivating users
- Managing user groups
- Tracking user activity
Accessing User Management
To access User Management:
- Navigate to Settings → User Settings → Users
- You'll see a list of all users in your account
- From here, you can add, edit, or manage users
User Management Features
User List View
The user list displays:
- User Name: Full name of the user
- Email: Login email address
- Role: Assigned role (Admin, Manager, Staff, etc.)
- Status: Active or Inactive
- Last Login: When the user last accessed the system
- Actions: Edit, Deactivate, or Delete options
User Search and Filter
You can filter users by:
- Role
- Status (Active/Inactive)
- Branch/Location
- Search by name or email
Key User Management Tasks
1. Viewing Users
- Go to Settings → User Settings → Users
- View the complete list of all users
- Use filters to find specific users
- Click on a user to view detailed information
2. Adding New Users
- Click "Add User" or "Create User" button
- Fill in user details (name, email, phone)
- Assign a role
- Set permissions
- Save the user
3. Editing Users
- Find the user in the list
- Click "Edit" or the user's name
- Modify user details, role, or permissions
- Save changes
4. Activating/Deactivating Users
- Find the user in the list
- Click "Deactivate" to temporarily disable access
- Or click "Activate" to re-enable access
- Deactivated users cannot log in but their data is preserved
User Management Best Practices
- Regular Review: Periodically review your user list to ensure all users are still needed
- Principle of Least Privilege: Give users only the permissions they need
- Role-Based Access: Use roles to manage permissions efficiently
- Documentation: Keep track of who has access to what
- Security: Deactivate users immediately when they leave
- Password Policies: Enforce strong password requirements
User Management vs User Roles
It's important to understand the difference:
- User Management: Managing individual user accounts, their details, and status
- User Roles: Defining permission sets that can be assigned to users
- Users are assigned roles, and roles define what they can do
Common User Management Scenarios
New Employee Joining
- Create a new user account
- Assign appropriate role
- Set up permissions
- Send login credentials
- Provide training on their access level
Employee Leaving
- Deactivate the user account immediately
- Review and transfer any pending tasks
- Archive user-related data if needed
- Consider deleting the account after a retention period
Role Change
- Edit the user's role
- Update permissions as needed
- Notify the user of changes
- Verify access is working correctly
Troubleshooting
User cannot log in?
- Check if the user account is active
- Verify email address is correct
- Check if password has expired
- Ensure user has been assigned a role
User has wrong permissions?
- Review the user's assigned role
- Check role permissions
- Verify module access settings
- Update role or permissions as needed
Cannot delete a user?
- Users with transaction history may not be deletable
- Deactivate instead of deleting
- Contact support if deletion is necessary
Related Settings
After managing users, you may also want to configure:
- User Roles and Permissions: Define what roles can do
- User Groups: Organize users into groups
- Access Control: Set up advanced access rules
- Security Settings: Configure password policies and security
Effective user management is crucial for maintaining security and ensuring your team has the right access to perform their jobs efficiently!