Users, roles and permissions

Create roles from permissions, add staff users, limit them to branches and turn on two-factor authentication.

Where and

WhoAdministrators

Permissionuser.create, roles.create

How access works

Every staff user has one role and a list of permitted branches. The role decides what they can do (for example “create loans” or “approve loans”); the branches decide where. A user who can approve loans at Branch A cannot see Branch B’s loans unless Branch B is also in their list.

Create a role

Open Settings›Roles and click Add.
Name the role after the job, e.g. “Loan Officer”.
Tick the permissions the job needs. Permissions are grouped by module (members, loans, savings, tellering, accounting, reports, settings).
Save. The role can now be given to users.

Tip

Start from the smallest set of permissions a job needs and add more only when someone is blocked. It is much easier than taking access away later.

Add a user

Open Settings›Users and click Add.
Enter the person’s name, email and a username.
Set a password, or let them set it themselves.
Choose the role.
Choose the branches they may access — or “All locations” for head-office staff.
Tick Allow login and save.

Field	Required	What it means
Prefix, first name, last name	required	The user’s name as it appears on transactions and audit records.
Email	required	Used for password resets and notifications.
Username	required	What they type to sign in.
Password	when login allowed	Must meet the password rules. Users can change it from their profile.
Role	required	Decides what they can do.
Access locations	required	Branches the user can see and act in.
Allow login	optional	Untick to keep the user record (e.g. a loan officer assigned to loans) without letting them sign in.

Two-factor authentication (2FA)

Users can turn on 2FA from their profile with an authenticator app. Verification attempts are rate-limited so codes cannot be guessed. Administrators can reset a user’s 2FA if they lose their phone.

When someone leaves

Untick Allow login or deactivate the user — don’t delete them; their history must stay attached to the transactions they posted.
Reassign their loans to another officer (see Changing the loan officer).
If they had an API token, revoke it and create a new API user.

Note

Inactive users are flagged automatically after a period without sign-in, so dormant accounts don’t stay open.