Updated January 04, 2026
User Roles and Permissions
User Roles and Permissions in EquiBillBook allow you to define what different users can access and do in the system. By creating roles with specific permissions, you can efficiently manage access control for your entire team.
Understanding Roles and Permissions
Roles and permissions work together:
- Roles: Named sets of permissions (e.g., "Sales Manager", "Accountant")
- Permissions: Specific actions users can perform (View, Add, Edit, Delete)
- Users: Individual accounts assigned to roles
Accessing Roles and Permissions
To manage roles and permissions:
- Navigate to Settings → User Settings → User Roles
- You'll see a list of existing roles
- You can create new roles or edit existing ones
Default Roles
EquiBillBook typically includes these default roles:
Super Admin
- Full access to all features and settings
- Can manage all users and roles
- Can access all modules and reports
- Cannot be restricted
Admin
- Access to most features
- Can manage users (with some restrictions)
- Can access all modules
- May have restrictions on critical settings
Manager
- Module-specific management
- Can view and manage assigned modules
- Limited access to settings
- Can view reports
Staff/Employee
- Limited access based on assigned modules
- Can create and edit records
- Limited or no access to reports
- No access to settings
Viewer
- Read-only access
- Can view records but cannot modify
- Limited report access
- No settings access
Creating a New Role
Step 1: Access Role Creation
- Go to Settings → User Settings → User Roles
- Click "Add Role" or "Create Role"
Step 2: Define Role Details
- Role Name: Enter a descriptive name (e.g., "Sales Manager")
- Description: Add a brief description of the role
- Status: Set as Active or Inactive
Step 3: Set Module Permissions
For each module, configure permissions:
Sales Module Permissions
- ✓ View Sales Invoices
- ✓ Create Sales Invoices
- ✓ Edit Sales Invoices
- ✓ Delete Sales Invoices
- ✓ Cancel Sales Invoices
- ✓ View Sales Quotations
- ✓ Create Sales Quotations
- ✓ View Sales Orders
- ✓ View Sales Reports
- ✓ Manage Sales Settings
Purchase Module Permissions
- ✓ View Purchase Bills
- ✓ Create Purchase Bills
- ✓ Edit Purchase Bills
- ✓ Delete Purchase Bills
- ✓ View Purchase Orders
- ✓ 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
Step 4: Set Advanced Permissions
Record-Level Access
- All Records: Can see all records in the system
- Own Records Only: Can only see records they created
- Branch/Location Specific: Can only see records for assigned branches
Approval Permissions
- Can approve transactions
- Approval limits (e.g., invoices above certain amount)
- Approval workflows
Financial Limits
- Maximum transaction amounts
- Discount limits
- Payment approval thresholds
Step 5: Save Role
- Review all permissions
- Click "Save" or "Create Role"
- Role will be available for assignment to users
Editing Roles
- Go to User Roles
- Find the role you want to edit
- Click "Edit" or the role name
- Modify permissions as needed
- Save changes
Note: Changes to roles affect all users assigned to that role.
Common Role Examples
Sales Manager Role
- Full Sales Module access (View, Add, Edit)
- Customer management access
- Sales Reports access
- Limited Settings access
- No Delete permissions
Accountant Role
- Full Accounts Module access
- View access to Sales and Purchase
- Financial Reports access
- Journal Entry creation
- No Delete permissions
Cashier Role
- POS access
- Create Sales Invoices
- View Customers
- Payment recording
- No Edit/Delete permissions
Warehouse Manager Role
- Full Inventory Module access
- Stock Adjustment and Transfer
- View Purchase Orders
- Inventory Reports
- No Settings access
Best Practices
- Start with Defaults: Use default roles as starting points
- Principle of Least Privilege: Give minimum necessary permissions
- Role-Based Access: Assign roles rather than individual permissions
- Regular Review: Periodically review and update roles
- Documentation: Document what each role can do
- Test Roles: Test new roles before assigning to users
Permission Inheritance
Understanding how permissions work:
- Users inherit permissions from their assigned role
- You can override role permissions for individual users if needed
- Higher-level permissions (e.g., Edit) typically include lower-level ones (e.g., View)
Troubleshooting
User cannot access a feature?
- Check the user's assigned role
- Verify the role has the required permission
- Check if module is enabled
- Verify user account is active
Cannot edit a role?
- Some default roles may have restrictions
- You may need Super Admin access
- Create a new role instead of editing default
Changes not taking effect?
- Users may need to log out and log back in
- Check if role is active
- Verify changes were saved
Related Articles
- User Management: Managing individual users
- Creating Users: Adding new users to the system
- User Groups: Organizing users into groups
- Access Control: Advanced access control settings
Properly configured roles and permissions ensure your team has appropriate access while maintaining security and data integrity!