Users and permissions

Give your staff their own login, reset a forgotten password, switch a user off, and choose exactly which screens each staff member may use.

Each person who uses Arthlekha should have their own login. The business owner creates staff users here and decides what each one may do.

Before you start

• Only the business owner sees this screen. It is under Administration > Users.
• Each staff user needs an email address that is not already used for any Arthlekha login.

Create a staff user

1. Open Administration > Users.
2. Click Create Staff.
3. In Staff Email, type the staff member's email address.
4. In Temporary Password (6–72 chars), type a password of 6 to 72 characters.
5. Click Create. The user appears in the list with the role STAFF.
6. Give the email and password to the staff member. They log in with these on the normal login page.

A new staff user has full access until you restrict them. See "Choose what a user can do" below.

Reset a password

1. Find the user in the list.
2. Click the reset password button (a lock with an arrow) in the Actions column.
3. In New Password (6–72 chars), type the new password.
4. Click Reset.
5. Give the new password to the user.

The reset button is greyed out for a user who is switched off. Switch them on first.

Switch a user off or on

1. Find the user in the list.
2. Click the switch in the Active column.

A user who is switched off cannot log in. Their past entries stay as they are. The owner cannot be switched off.

Choose what a user can do

1. Click the padlock button in the Actions column of the user's row. The Access control box opens.
2. Switch on Restrict this user. Until you do this, the user has full access.
3. A table of areas appears, grouped by type, such as Sales, Purchases and Masters. Type in Find an area… to find one quickly.
4. For each area, tick what the user may do: View, Create, Edit or Delete. A dash means that action does not apply to that area.
5. Tick All on a row to give every action for that area. Tick the box on a group's heading row to give or remove the whole group at once.
6. Check the count, for example 12 granted, at the bottom.
7. Click Save access.

The rules apply on the server to everything the user does, not only to the menus they see. To give full access back, open the box again, switch off Restrict this user and click Save access.

How access works

• Ticking Create, Edit or Delete also ticks View for that area.
• An area for documents also lets the user read the masters that screen needs. For example, sales invoices let them see customers and products. They cannot add or change those masters unless you tick that area.
• Financial years, the business profile and the list of modules switched on can always be read, because no screen works without them.
• The sales and purchase registers show the same records as the sales and purchase screens. To hide invoices fully, leave Sales invoices with View unticked.
• The owner always has full access and cannot be restricted. The padlock button is greyed out on the owner's row.

Common problems

• Email already exists — this email is already a login, in your business or another one. Use a different email.
• Password must be at least 6 characters — use a longer password. Create and Reset stay greyed out until the password has 6 characters.
• You do not have permission for this action ... Ask the account owner to enable it. — a restricted user tried something not ticked for them. The owner can tick it in Access control.
• Only OWNER can manage staff users. — you are logged in as staff. Ask the owner to make the change.

Related

• Audit log
• Backup and restore
• First-day setup

More in Data & Tools