Users and access

Users & access is where an administrator decides who can sign in to LedgerLite and what each person may do. It posts nothing to your accounts. It decides who is allowed to post, edit, delete or see costs on every other screen.

Where: Settings › Users & access
Number: None
Posts to: Nothing
Who: Administrators. Other people only if their role gives them the rights

What it’s for

Add a person who will sign in, with their own email, a temporary password and a role.
Give a role. A role is a named set of rights. LedgerLite has three standard roles (Administrator, Manager, Cashier). You can also make your own.
Turn sign-in off when someone leaves. Their past sales and records stay.
Assign cash drawers. A person can open a register only on a cash drawer assigned to them. See Opening and closing the register.
See who changed what. The Access history tab lists every change of a role and of a person’s role, with the reason.

The three tabs

Tab	What it shows	What you need to see it
Users	Who can sign in, their role, status and cash drawers	The right to see users
Roles	What each role is for, how many people have it and how many permissions it holds	The right to see roles
Access history	Who changed what, when and why, newest first. Filter by Person, Role, From and To	Both of the above

A tab you may not see is not shown. If you may see neither users nor roles, the screen says You don’t have permission to see users or roles.

Fields

New user

Press New user on the Users tab.

Field	What it means	What it changes
Display name	The person’s name, 2 to 120 characters	Shown in the user list and wherever the app names the person
Email	The address the person signs in with. Each email can be used once in the company	It is their sign-in name. Capital letters are turned into small letters
Temporary password	At least 4 and at most 128 characters	The person signs in with it. See the note below
Role	Any active role, standard or custom. The box starts on the role that allows the least. A short line under it says what the chosen role is for	What the person may do from their first sign-in

The screen tells you when the user is added: User ‹name› added. They can sign in with the temporary password you set.

Edit access

Press the person’s name, or ⋯ › Edit access.

Field	What it means	What it changes
Display name and Email (used to sign in)	Fix a typo here instead of making a second login	The change is recorded in the access history, with the old and new value. Needs the right to add users
Role	Shown with what it is for. Press Change role to change it	See Change role
Can sign in	Untick to stop this person signing in	Their past records stay. Signing in is off at once
Cash drawers this person may use	Tick each physical cash drawer. Each line shows the drawer’s name, account code and account name	The person can open a register, start a cash count and pay from only these drawers
Default cash drawer	One of the assigned drawers, or No default — choose when opening	Suggested first when the person opens a register. They can still choose any other drawer assigned to them

Save changes sends only what you changed. The line beside it says “Unsaved changes.” or “Nothing has changed yet.”. Back to users asks before it throws away unsaved changes: Discard the unsaved changes for this user?

Your own row is protected. You cannot change your own name, email, role or sign-in. The screen says Ask another administrator to change your own name or email. You can still choose your own drawers.

Change role

Open the ⋯ menu on a row and press Change role. A dialog opens: It takes effect straight away, even for someone who is signed in. Their sign-in stays as it is.

Field	What it means	What it changes
New role	The role to give. Retired roles are not offered. The current one is marked “(current)”	What the person can do the next time they use the app
Reason	Up to 500 characters. Required	Kept in the access history so others can see why

After saving: ‹name› now has the role ‹role›.

Cash drawers

Only physical cash drawers are offered. Cash on Hand and Petty Cash are never offered. The screen says Only physical drawers can be assigned. Cash on Hand and Petty Cash are excluded. and To let administrators and managers pay from them, turn on the rule in Settings → Accounting rules.

A person’s assigned drawers decide three things:

Opening a register. The person sees only the drawers assigned to them. This applies to every role, administrators too.
Cash counts. A new cash count can be started only on a drawer assigned to the person who makes it.
Paying from a drawer. A paid expense or a transfer out of a cash drawer uses only a drawer assigned to the person who posts it. Bank accounts are open to everyone with the right.

With no eligible drawer in your company, the list says No eligible cash drawers are configured.

The standard roles

Every company starts with three roles. Their descriptions are on the Roles tab.

Role	What the screen says it is for
Administrator	Everything in the company, including users, roles and settings. It holds every permission, always. It is fixed: it cannot be reduced. To give someone less, make another role and give them that
Manager	Day-to-day operations such as sales, purchasing, stock, banking and payroll preparation. Settings, user management and many corrections stay with Administrators
Cashier	Point of sale, limited customer collections and their own register. No back-office screens

A Manager usually can:

Sell and take returns. Change prices, give discounts and choose another sale date at the till.
Open registers and approve a close with a difference. Record cash in, cash out and safe drops.
Post invoices, receipts, credit notes, supplier bills and supplier payments.
Adjust stock, post expenses and transfers, reconcile the bank and count cash.
Prepare payroll runs, edit posted documents and see product cost.
Run most operating reports.

A Manager usually cannot:

Delete posted documents, or cancel (reverse or void) most finished documents.
Approve or pay payroll, lock dates, file VAT returns or post manual journals.
See the trial balance, profit and loss, balance sheet and audit log.
Change company settings such as tax, numbering, rounding and accounting rules.
Manage users and roles.

A Cashier usually can:

Sell at the catalogue price, and hold and recall carts.
Take cash, card, bank transfer or on-account payments, and collect customer balances at the till.
Add a customer quickly.
Open and close their own register, and record cash entries on it.
Find and reprint their own bills, and handle warranty claims.

A Cashier usually cannot take returns, change prices, give discounts, record cash in, cash out or safe drops, edit bills, see product cost, or use back-office screens.

An administrator can change the standard roles, except the Administrator. A company that has changed Manager or Cashier no longer matches this list. Check the real rights on the Roles tab, or press What can this person do? on a row.

A Cashier holds some rights as “own records only”, so they see what they made, not the whole company. These are the dashboard, Sale history, delivery notes, the register, customer collections, cash entries, balance lookups, Daily operations, the Day book, print jobs and printed vouchers.

Making a role

Press New role. Choose what the role Start from: one of nine job templates, or Copy an existing role. Then give it a Role name and, if you like, What it is for and a Reason. The role is made with the template’s permissions already switched on. You change them next, in the role editor.

Template	What it is for
Administrator	Everything in the company, including users, roles and settings. A role made from it holds every permission, but only the built-in Administrator is fixed.
Operations manager	Runs the day-to-day work: sales, purchasing, stock, banking and the till. Can edit posted documents but not delete or reverse them, and has no payroll, set-up or financial statements.
Accountant	Keeps the books: invoices, receipts, bills and payments, journals, VAT returns and every financial report. No till, payroll or stock work.
Sales officer	Quotations, orders, invoices and deliveries for customers, with the customer reports. No supplier payments, stock changes or banking.
Purchasing officer	Orders and receives goods, records supplier bills and looks after products, labels and costs. Cannot pay suppliers.
Cashier	Sells and collects at the till and sees only their own register, sales and collections. No back-office screens.
Warehouse officer	Receives and delivers goods and handles stock movements. Cannot see costs or adjust stock.
Payroll officer	Prepares payroll runs and payslips. Approving and paying stay with Administrators.
Read-only auditor	Can look at and print almost everything, including the financial statements, but cannot change anything.

The template called Cashier is a starting point for a new role. It is not the standard Cashier role.

A role needs a name that no other role uses. After you create it, the screen says Role ‹name› created. with an Edit permissions button.

The role editor

The editor lists every permission by area (Overview, POS, Catalogue, Sales, Purchasing, Inventory, Banking, Payroll, Accounting, Tax, Reports and so on). Press an area’s name to open or close it. It says how many of its permissions are on, for example “12 of 58 on”.

Quick buttons per area: None, View only and Everything.
Search across all areas, for example “refund” or “cost price”. While you search, the quick buttons are hidden.
Columns under each area, showing only what a feature has: View, Create, Issue, confirm or cancel, Approve and override, Cancel / correct, Print / export and Change settings.
All records / Own records only, beside a permission that is on and can be limited. With Own records only the person sees only what they made.
Needs… A permission that is on without something it needs shows “Needs ‹feature›: View.” with a button, such as Turn on View too. The app does not stop you saving without it.
Correct locked months is a tick above the list. It switches on, all together, the rights to cancel these: paid expenses, transfers, customer receipts, deliveries, supplier bills and payments, goods receipts, purchase returns and cash drawer movements. A mistake in a locked month is then put right by cancelling the document and entering it again, dated today. The locked month itself never changes.

Nothing saves from the editor directly. Press Review changes. The dialog “Review the changes” shows how many permissions are added and removed, who is affected, and what is high impact. Give a Reason (required), then press Save role.

If someone else saved the role while you were editing, the editor says Someone else saved this role first. and keeps your changes beside theirs.

High impact permissions

A permission marked High impact moves money, stock or tax figures, changes or undoes saved records, overrides a control, or changes who can do what. Each carries a line saying which. Think twice before giving these to a role:

Kind	Examples	Standard roles
Delete a posted document	Delete an invoice, receipt, credit note, delivery, supplier bill, payment, expense, transfer, payroll run or manual journal	Administrator only
Cancel or void a finished document	Reverse or void a payment, receipt, delivery, expense, transfer or payroll run	Mostly Administrator only. Manager has a few, such as voiding a stock adjustment
Edit a posted document	Edit a posted invoice, sale, purchase, expense, transfer or payment	Administrator and Manager. Payroll, manual journals and opening stock: Administrator only
Change a price or discount	Override a line price, give a line or bill discount, choose another sale date at the till	Administrator and Manager
Move cash at the till	Cash in, cash out, safe drop	Administrator and Manager
Pay money out	Pay a customer advance back; approve a payment that takes an account below zero	Administrator and Manager
Books and tax	Lock or unlock dates; manual journals; file a VAT return and record a VAT payment or refund; change VAT settings	Administrator only
Payroll	Approve a payroll run, post it, record a salary payment	Administrator only
Stock values	Post opening stock; post a stock adjustment	Opening stock: Administrator only. Adjustments: Administrator and Manager
Who can do what	Add users, assign roles, turn sign-in on or off, assign drawers, change a role’s permissions	Administrator only

Seeing what you paid for a product is not marked High impact, but it is sensitive. It is the permission Product cost and margin data in the Catalogue area. The Manager has it. The Cashier does not.

Changing, comparing and retiring

Fixed role. The Administrator role cannot be changed. Its editor says The Administrator role is fixed: it always has every permission, and nobody can change that. To give someone less, make another role and give them that role.
Retired role. This role is retired. It can’t be changed or given to anyone, and the history keeps it. Retired roles are hidden until you tick Show retired roles.
Retire is not possible for the Administrator, or while anyone still holds the role. The menu says The Administrator role is fixed, so it can’t be retired. or “‹n› people have this role. Move them to another role first.”
Rename or describe. In the editor, Role name and What it is for can be changed by a person who may update roles. The switches can be changed by a person who may change role permissions. The Administrator role and retired roles open read only.

Buttons

Button	When you see it	What happens	Accounts
New user	Users tab, if you may add users	Opens the new user form	No change
Add user	New user form	Makes the person. Then the list shows them and a message confirms	No change
Edit access	Row menu, or press the name	Opens the person’s access	No change
Change role	Row menu or Edit access, if you may assign roles	Opens the Change role dialog. Greyed out on your own row, and while Edit access has unsaved changes	No change
What can this person do?	Row menu, if you may preview roles	Opens a side panel: the person’s role and everything it lets them do now, grouped by area. Some lines say “own records only”	No change
Deactivate user	Row menu, red	Asks first, then turns sign-in off. Greyed out on your own row	No change
Reactivate user	Row menu, for an inactive person	Turns sign-in on again at once	No change
New role	Roles tab, if you may create roles	Opens the new role form	No change
Edit or View permissions	Role row	Opens the role editor. A fixed, retired or read-only role is opened to be looked at	No change
Duplicate	Role row menu	Starts a new role as a copy of this one	No change
Compare	Role row menu	Shows only where two roles differ	No change
Retire	Role row menu, red	Asks for a reason, then retires the role. Nobody can be given it afterwards	No change
Review changes	Role editor	Shows what will change, then asks for a reason	No change

Statuses you will see: Active and Inactive for a person; Fixed and Retired beside a role. The deactivate question is: They can no longer sign in. Their past sales and records stay, and you can turn their access back on later. Its buttons are Keep access and Deactivate user.

What gets posted

Nothing. Adding a person, changing a role, switching a permission and assigning a drawer change who may do what, not your accounts. No journal entry is made.

What the rights do is decided on the other screens. For example, whether a manager can restate a posted invoice, or an administrator can cancel an erroneous sale, follows the rights described here.

Where it shows up

Place	What changes
Every screen	A button or menu item the person’s role does not allow is usually not offered. If the person still tries it, the app refuses it with, for example, You don’t have permission to create company user (Users and role assignment).
Sign-in	A person without the back-office right goes straight to the till screen. A deactivated person cannot sign in and sees Email or password is incorrect.
Point of sale › Open your register	Lists only the drawers assigned to the person
Banking › Cash counts, Expenses, Transfers	Cash drawers offered are the ones assigned to the person
Access history tab	One line per change of a role, a person’s role, a name or an email, with who, when and why

What the app blocks

Situation	What you see
Name shorter than 2 characters	Enter at least 2 characters.
Email not valid	Enter a valid email address.
Password shorter than 4 characters	Password must be at least 4 characters.
Email already used in the company	A user with this email already exists. beside the field, and This email is already assigned to a user. in the message
Giving the Administrator role without being an Administrator	Only an Administrator can give or take away the Administrator role.
Changing your own role	Ask another administrator to change your own role.
Switching off your own sign-in	Your own access is protected.
Removing the last active Administrator	Create another active administrator before changing the last administrator.
Giving someone the role they already have	‹name› already has this role.
Giving a retired role	That role has been retired and cannot be given to anyone.
No reason on a role change, a retire or a role save	Enter the reason for this change.
Another person changed the same user first, while you were in Edit access	Access was not saved: Someone else changed this since you opened it. Their version is loaded; check your values and save again.
Another person changed the same user first, while you were in Change role	Someone else changed this person first. Their version is loaded; choose the role again.
A role name that is taken	A role with that name already exists.
Retiring a role people still hold	Move the people who have this role to another role first.
Changing the permissions of your own role	You cannot change the permissions of your own role. Ask another administrator.
Giving a role the rights to manage users and roles, without being an Administrator	Only an Administrator can give or take away the rights to manage users and roles.
Editing roles or giving a role without the full set of user-and-role rights	Only an administrator can change roles and access.
A default drawer that is not one of the person’s drawers	Choose a default from this user’s assigned drawers, or clear the default.
A drawer that is not an eligible physical drawer	Choose active physical cash drawers in this company. Protected cash accounts are unavailable.
Opening a register on a drawer not assigned to the person	Choose an active physical cash drawer assigned to this user. Protected cash accounts cannot open a register.

When you press Save changes in Edit access and it is refused, the message starts with “Access was not saved:” or “Cash drawers was not saved:”. The reason follows.

If you add a person with a custom role and the role cannot be saved, the person still exists. The screen says “‹name› was added in the ‹role› role, but the role ‹role› was not saved: ‹reason›”. Press Try the role again, or change the role from the list. The person starts in the standard role that allows the least, so they never hold more than you chose.

Warnings that do not stop you

A permission switched on without one it needs. The editor shows what is missing; the role still saves.
A High impact tag. It is a reminder, not a block.

Who can do it

Action	Admin	Manager	Cashier
Open Users & access and see users, roles and history	Yes	No	No
Add a user, correct a name or email	Yes	No	No
Turn a person’s sign-in off or on	Yes	No	No
Assign cash drawers and a default drawer	Yes	No	No
Change a person’s role	Yes	No	No
Give or take away the Administrator role	Yes	No	No
Make, rename, edit or retire a role	Yes	No	No
Edit the Administrator role	No, it is fixed	No	No
Change your own role or sign-in	No, ask another administrator	No	No

These are the standard roles. Your administrator can give a custom role each action separately in Settings › Users & access. Two limits apply to every role:

To make or edit a role, or to give a person a role, a person needs all of these rights together: see users, add users, assign roles, turn sign-in on or off, see roles, create roles and change role permissions.
Only an Administrator can hand those rights, or the Administrator role itself, to anyone else.

Some limits follow a company setting, not a role. For example, whether a cashier may close a register with a cash difference is set in Business details under Counter rules.

Fixing a mistake

You typed a name or email wrongly. Press the person’s name, correct the field and press Save changes. Do not make a second login. The history keeps the old and the new value.
You gave the wrong role. Use Change role and give a reason. It takes effect at once, even if the person is signed in.
A person has left. Use Deactivate user. They cannot sign in again, and their sales and records stay. There is no way to delete a user. To bring them back, use Reactivate user.
A person forgot their password. Users & access cannot reset a password in this release.
A role gives too much or too little. Open the role, change the switches, press Review changes and give a reason. Every person with the role is affected the next time they use the app. The history keeps what was added and removed.
You need a role with less than Administrator. The Administrator role cannot be reduced. Make a new role from a template, or Duplicate a role, then edit the copy.
A person cannot open a register. Open Edit access, tick a physical cash drawer under Cash drawers this person may use and press Save changes.
You need to change your own role or sign-in. Ask another administrator. The app always keeps at least one active Administrator.