Users, roles & permissions
Inviting a person
Section titled “Inviting a person”Settings → Users → Invite user → name, email, role(s) → Send invitation. They get an email link valid for 24 hours to choose their own password.
The 8 default roles
Section titled “The 8 default roles”| Role | Typical use |
|---|---|
| Super Admin | The owner. Always has everything; can’t be locked out or edited. |
| Admin | Runs company settings and users. No payroll. |
| Manager | Leads a team; sees their team’s work and approves it. |
| Sales Executive | Works their own leads, customers and quotations. |
| Project Manager | Runs projects, tasks and timesheets for their team. |
| HR Manager | Staff, attendance, leave and recruitment. |
| Accounts Head | Accounts and payroll. |
| Employee | Their own tasks, time, attendance, leave and payslips. |
You can edit any role except Super Admin, or add your own (e.g. Intern).
The permission grid
Section titled “The permission grid”Settings → Roles & permissions shows a grid:
- Rows — modules (Leads, Quotations, Payroll…)
- Columns — actions: View, Create, Edit, Delete, Approve, Export, Assign, Reveal
- Which records — how far each permission reaches:
| Scope | Meaning |
|---|---|
| Own records | Only what is assigned to or created by them |
| Their team | Them + people who report to them |
| Department / Branch / Company | Everyone in that unit |
| Everything | The whole organisation |
For example, a Sales Executive sees only their own leads, while a Manager sees their team’s.
One-off exceptions for one person
Section titled “One-off exceptions for one person”Settings → Users → Access on a person:
- Allow — give one extra permission, optionally until a date (e.g. “View leads — Their team” while covering for a colleague until 31 Dec).
- Block — take away a permission their role would give them.
Suspend or deactivate
Section titled “Suspend or deactivate”- Suspend (Edit → Status) — temporarily stops sign-in.
- Deactivate — for people who leave. They’re signed out everywhere and can’t sign in again. Their history stays.
For staff who are leaving, use Offboard on their employee profile instead — it also hands over their work. See Staff & HR.
Audit logs
Section titled “Audit logs”Settings → Audit logs lists every sign-in and every change: who, when, from which IP, and what changed (before → after). Nobody can edit or delete these entries.