Configuring and Setting Up Employee Roles Management
Employee roles control what each user can see and do in the system. You create the role from Manage Employee Roles, choose its permissions from a list divided by app, then link it to users. Alongside the role’s permissions, there are permissions at the level of warehouses, treasuries, and accounts, and dynamic permissions for request types and workflows. This guide explains creating a role, how permissions work, the difference between the “All” and “Own” permissions, with a table of every permission and what it allows.
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Note: only the permissions of the apps enabled in your account appear on the role screen. Some permissions appear when a certain setting is enabled, such as the permissions for sales orders, stock requests, and viewing invoice profit.
Before You Start
- You need the permission to add a new employee role to create roles, and to edit the employee role to edit them. The account owner always has all permissions.
- The account owner isn’t linked to a role and their permissions cannot be restricted.
Steps to Create an Employee Role
- Open Manage Employee Roles and click Add Employee Role.
- Enter the employee role (a unique name that isn’t repeated).
- Choose the role type: User for someone who logs into the system and works on it, or Employee for someone who uses self-service only (attendance, leave, requests, and payslips). The Employee type appears with the human resources app.
- Enable Manager (Admin) to give the role all permissions, or choose the permissions from the tabs (Sales, CRM, Human Resources, Inventory and Purchases, Operations, Accounting…). In each app there is a Select All option and a counter of active permissions.
- Click Save or Save and Add New.
- Link the role to users from the data of each employee in Manage Employees.
To create a role similar to an existing one, use Copy; the permissions are copied and the name stays empty.
How Permissions Work
- Manager (Admin): passes all permission checks, and sees all warehouses, treasuries, and accounts. It doesn’t apply to a role of the Employee type.
- Employee type: keeps only the self-service permissions (attendance, leave, requests, payslip, shifts, their own contracts, the organizational chart), and the system removes any others when saving.
- Included permissions: choosing some permissions automatically selects related permissions; for example, adding invoices for all clients includes viewing all clients and adding invoices for their own clients, creating a payroll run includes viewing it, and deleting entries includes viewing and adding entries.
- Editing the role: all users who have this role are logged out immediately, and the new permissions are applied when they log in again. The same happens when a user’s role, branches, or password is changed.
- Deleting the role: not possible if it is linked to any employee.
- Blocked pages: from the role settings you can block links to specific pages for the role, so they disappear from the menus and cannot be opened.
“All” and “Own” Permissions
Most modules come with paired permissions:
| Type | Meaning |
|---|---|
| … All / All … | On all records, including their own records. |
| … Own | On the records the user created only. |
| His clients / Own clients | The clients they created or those assigned to them from “Assign Clients to Employees.” |
| Own invoices | The invoices they created or that they are the salesperson of. |
| … for Own Clients | Adding for their own clients only; no others appear to them when choosing. |
Example: a sales representative who sees their own clients and issues invoices to them only: View Own Clients + Edit & Delete Own Clients + Add Invoices to Own Clients + View Own Invoices + Add Payments to Own Invoices.
Permissions at the Level of Warehouses, Treasuries, and Accounts
In addition to the role’s permissions, you specify on the page of each warehouse, treasury, or account who can use it (Warehouses, Treasuries, Chart of Accounts):
| Item | Permission Levels |
|---|---|
| Warehouse | View, Create Invoice (appears in invoices), Edit Stock (appears in requisitions, transfers, and stock movements). Each level is independent; edit stock doesn’t include view. |
| Treasury / Bank Account | Deposit, Withdraw. |
| Account / Main Account | Full control, for all branches or for specific branches (when accounts are customized at the branch level). |
Each permission is given to: everyone, a specific employee, a specific employee role, or a specific branch. The user sees everything given to them, their role, their branch, or everyone. The owner and anyone with a Manager role see all items.
Dynamic Permissions (Requests and Workflows)
For each request type (in the Requests app) and each workflow type, you specify who can add, view, and approve: everyone, no one, a specific employee role, a specific employee, a specific branch, a department, or a job title. This works on top of the role’s permissions; the user must first have the requests permission in their role.
Permissions Table
Clients
| Permission | What It Allows |
|---|---|
| Add New Client | Adding clients. |
| View Own Clients | Viewing the clients they created or those assigned to them. |
| View All Clients | Viewing all clients. |
| Edit & Delete Own Clients | Editing and deleting their own clients. |
| Edit & Delete All Clients | Editing and deleting any client. |
| Assign Clients to Employees | Assigning clients and appointments to employees. |
| Edit Client Settings | The client settings page and managing custom statuses. |
| View All Clients’ Reports | Client reports for all clients. |
| View Own Clients’ Reports | Reports of their own clients only. |
| View All Activity Logs | The system’s full activity log. |
| View Own Activity Log | Their own activity log only. |
Follow-up (Notes, Attachments, and Appointments)
| Permission | What It Allows |
|---|---|
| Add Notes / Attachments / Appointments for All Clients | Adding on any client. |
| Add Notes / Attachments / Appointments for Assigned Clients | Adding on their assigned clients. |
| View All Notes / Attachments / Appointments for All Clients | Viewing everything. |
| View All Notes / Attachments / Appointments for Assigned Clients | Viewing everything on their assigned clients. |
| View Own Notes / Attachments / Appointments | Viewing only what they created. |
| Edit & Delete All Notes / Attachments / Appointments for All Clients | Editing and deleting everything. |
| Edit & Delete Own Notes, Attachments, and Appointments | Editing and deleting what they created. |
Sales
| Permission | What It Allows |
|---|---|
| Add Invoices to All Clients | Issuing invoices to any client. |
| Add Invoices to Own Clients | Issuing invoices to their own clients only. |
| Add Draft Invoices to All Clients | Creating draft-only invoices for any client. |
| Add Draft Invoices to Own Clients | Drafts for their own clients only. |
| Issue Draft Invoices | Converting a draft to an issued invoice. |
| View All Invoices | Viewing all invoices. |
| View Own Invoices | The invoices they created or are the salesperson of. |
| Edit & Delete All Invoices | Editing and deleting any invoice (and credit notes). |
| Edit & Delete Own Invoices | Editing and deleting their invoices. |
| Edit Invoice Date | Changing the invoice date. |
| View Invoice Profit | The Profit tab in the invoice (when enabled in the settings). |
| Add Invoices for All Products | Selling from all products; without it, they are restricted to the products allowed for them. |
| Allow Selling Below the Product’s Minimum Price | Bypassing the product’s minimum price. |
| Change Salesperson | Changing the salesperson in the invoice and the point of sale. |
| Add Payments to All Invoices | Recording payments on any invoice. |
| Add Payments to Own Invoices | Recording payments on their invoices. |
| Delete & Edit All Payments | Editing and deleting any payment. |
| Delete & Edit Own Payments | Editing and deleting their payments. |
| Change Payment Date | Recording a payment with a date other than today. |
| Manage Deleted Sales Transactions | Viewing, restoring, and permanently deleting deleted sales documents. |
| View All Tax Reports | Tax reports. |
| Add Quotation for All Clients | Quotations for any client. |
| Add Quotation for Own Clients | Quotations for their clients. |
| View All Quotations | Viewing all quotations. |
| View Own Quotations | Viewing their quotations. |
| Edit & Delete Quotations | Editing and deleting any quotation. |
| Edit & Delete Own Quotations | Editing and deleting their quotations. |
| Add New Sales Order for All Clients | Sales orders for any client (when sales orders are enabled). |
| Add New Sales Order for Own Clients Only | Sales orders for their clients. |
| View All Sales Orders | Viewing all sales orders. |
| View Own Sales Orders Only | Viewing their orders. |
| Edit & Delete All Sales Orders | Editing and deleting any sales order. |
| Edit & Delete Own Sales Orders Only | Editing and deleting their orders. |
| Convert Sales Order to Invoice | Converting a sales order to an invoice. |
| Add New Debit Note for All Clients | Debit notes for any client. |
| Add New Debit Note for Own Clients Only | Debit notes for their clients. |
| View All Debit Notes | Viewing all. |
| View Own Debit Notes Only | Viewing their notes. |
| Edit & Delete All Debit Notes | Editing and deleting all. |
| Edit & Delete Own Debit Notes Only | Editing and deleting their notes. |
| Send Invoices to the Tax Authority | Sending invoices for e-invoicing (Saudi Arabia, Egypt, Jordan). |
Point of Sale
| Permission | What It Allows |
|---|---|
| Open Sessions for All Users | Opening a session in the name of any user and entering any session. |
| Open Own Sessions | Opening a session for themselves. |
| Close Sessions for All Users | Closing any session. |
| Close Own Sessions | Closing their sessions. |
| View All Sessions | Viewing all sessions. |
| View Own Sessions Only | Viewing their sessions. |
| Confirm Closing of All Sessions | Approving the closing of any session. |
| Confirm Closing of Own Sessions | Approving the closing of their sessions. |
| Edit Product Prices | Editing the price on the POS screen. |
| Add Discount | Adding a discount in the point of sale. |
| Delete Session | Deleting a session. |
Products and Inventory
| Permission | What It Allows |
|---|---|
| Add New Product | Adding products and services. |
| View All Products | Viewing all products. |
| View Own Products | Viewing the products they created. |
| Edit & Delete All Products | Editing and deleting any product. |
| Edit & Delete Own Products | Editing and deleting their products. |
| Add/Edit Price Group | Adding and editing price lists. |
| View Price Group | Viewing price lists. |
| Delete Price Group | Deleting price lists. |
| Edit Product Stock Count | Adding and issuing quantities manually. |
| Track Stock | Stock movements and their reports. |
| Transfer Stock | Transferring between warehouses. |
| View Stock Movement Price | Seeing the cost in stock movements. |
| Edit Stock Movement Price | Editing the cost in movements. |
| Add Stock Requisition | Creating stock requisitions. |
| Edit Stock Requisition | Editing, deleting, approving, and rejecting requisitions. |
| View Stock Requisition | Viewing requisitions. |
| Add Stock Request | Raising stock requests (when enabled). |
| Edit Stock Request | Editing requests. |
| Delete Stock Request | Deleting requests. |
| View Stock Request | Viewing requests. |
| Approve / Reject Stock Request | Approving or rejecting stock requests. |
Purchases and Suppliers
| Permission | What It Allows |
|---|---|
| Add New Purchase Invoice | Creating purchase invoices. |
| View All Purchase Invoices | Viewing all. |
| View Own Purchase Invoices | Viewing their invoices. |
| Edit or Delete All Purchase Invoices | Editing and deleting all. |
| Edit or Delete Own Purchase Invoices | Editing and deleting their invoices. |
| Manage Deleted Purchase Transactions | Restoring and deleting deleted purchase documents. |
| Add New Suppliers | Adding suppliers. |
| View All Suppliers | Viewing all. |
| View Suppliers They Created | Viewing those they created. |
| Edit & Delete All Suppliers | Editing and deleting all. |
| Edit & Delete Own Suppliers | Editing and deleting their suppliers. |
| Manage Purchase Requests | Purchase requests. |
| Approve / Reject Purchase Requests | Approving purchase requests. |
| Manage Purchase Quotations | Purchase quotations. |
| Approve / Reject Purchase Quotations | Approving them. |
| Convert Purchase Quotations to Purchase Orders | Converting to a purchase order. |
| Manage Purchase Orders | Purchase orders. |
| Convert Purchase Order to Purchase Invoice | Converting to a purchase invoice. |
Expenses, Incomes, Treasuries, and Cheques
| Permission | What It Allows |
|---|---|
| Add Expense Record | Adding expenses (payment vouchers). |
| View All Expenses | Viewing all. |
| View Expenses They Created | Viewing their expenses. |
| Edit & Delete All Expenses | Editing and deleting all. |
| Edit & Delete Own Expenses | Editing and deleting their expenses. |
| Add/Edit/Delete Draft Expenses | Draft expenses only. |
| Add Expense Category | Adding expense categories. |
| Add Income | Adding receipt vouchers. |
| View All Receipt Vouchers | Viewing all. |
| View Receipt Vouchers They Created | Viewing their vouchers. |
| Edit & Delete All Receipt Vouchers | Editing and deleting all. |
| Edit & Delete Own Receipt Vouchers | Editing and deleting their vouchers. |
| Add/Edit/Delete Draft Incomes | Draft incomes only. |
| Add Treasury | Adding treasuries. |
| Add Bank Account | Adding bank accounts. |
| View Own Treasuries | Viewing the treasuries they are allowed. |
| Edit Default Treasury | Changing their default treasury. |
| Add Cheque Book | Adding cheque books. |
| View Cheque Book | Viewing them. |
| Edit & Delete Cheque Book | Editing and deleting them. |
| Manage Received Cheques | Received cheques. |
General Accounting
| Permission | What It Allows |
|---|---|
| Manage Entry Accounts | The chart of accounts. |
| View All Entries | Viewing all entries. |
| View Own Entries | Viewing their entries. |
| Add/Edit All Entries | Adding and editing any entry. |
| Add/Edit/Delete Own Entries | Their entries only. |
| Add/Edit Draft Entries | Draft entries only. |
| Delete Entries | Deleting entries (including the permissions to view and manage them). |
| View Cost Centers | Viewing cost centers. |
| Manage Cost Centers | Managing them and managing the financial periods. |
| View Closed Periods | Viewing the financial and closed periods. |
| Manage Closed Periods | Adding and closing periods. |
| Add New Assets | Fixed assets and their depreciation. |
| Manage Asset Settings | Asset settings. |
Settings and General
| Permission | What It Allows |
|---|---|
| Edit General Settings | Almost all the settings pages: general, sales, purchases, inventory, accounts, point of sale, numbering, branches, templates, and apps. |
| Edit Payment Options | Payment methods. |
| Edit Tax Settings | Taxes. |
| View Account Information | Subscription and account information. |
| Switch Between the Beta Version and the Main Version | Switching between the two versions. |
| View Own Reports | Reports on their data. |
| View Smart Credits Consumption Report | The AI consumption report. |
Employees and Roles
| Permission | What It Allows |
|---|---|
| Add New Employee | Adding users and employees. |
| Edit & Delete Employee | Editing and deleting them. |
| Show Employee Profile | Viewing employee profiles. |
| Add New Employee Role | Creating roles. |
| Edit/Delete Employee Roles | Editing and deleting roles and blocked pages. |
| View Employee Documents | Viewing documents. |
| Manage Employee Documents | Managing them. |
Time Tracking and Projects
| Permission | What It Allows |
|---|---|
| Add New Project | Adding projects. |
| Edit & Delete All Projects | Editing and deleting them. |
| Add New Activity | Adding activities. |
| Edit & Delete All Activities | Editing and deleting them. |
| Add Own Working Hours | Recording their hours. |
| Edit Other Employees’ Working Hours | Editing others’ hours. |
| View Other Employees’ Working Hours | Recording and viewing others’ hours. |
Work Orders and Workflows
| Permission | What It Allows |
|---|---|
| Add Work Orders | Adding work orders. |
| View All Work Orders | Viewing all. |
| View Own Work Orders | Viewing their orders. |
| Edit & Delete All Work Orders | Editing and deleting all. |
| Edit & Delete Own Work Orders | Their orders only. |
| Edit Work Order Status | Changing the status. |
| Assign Transaction | Linking transactions to the work order. |
| Manage Workflow Settings | Workflow settings. |
| Add Workflow | Adding workflows. |
| View All Workflows | Viewing all. |
| View Own Workflows | Viewing their workflows. |
| Edit & Delete All Workflows | Editing and deleting all. |
| Edit & Delete Own Workflows | Their workflows only. |
| Assign and Unassign Transaction | Linking and unlinking transactions. |
Human Resources and Attendance
| Permission | What It Allows |
|---|---|
| Manage Human Resources System | Managing human resources. |
| View the Organizational Chart of the Employee’s Department | The chart for their department only. |
| Manage Insurance Agents | Insurance agents. |
| Add Employee Assets | Employee assets (along with viewing / editing / deleting employee assets). |
| View Employee Custody | Custodies (along with adding / editing / deleting employee custody). |
| Manage Settlements | Custody settlements. |
| Manage Settlement Types | Their types. |
| Record Employee Attendance (Online) | Recording others’ attendance. |
| Record Own Attendance (Online) | Recording their attendance. |
| Pull Attendance Log from Device | Pulling the fingerprint device records. |
| Import Attendance Log | Importing the records. |
| View All Attendance Logs | Viewing all records. |
| View Own Attendance Logs | Their records only. |
| Manage Attendance Settings | Attendance settings. |
| Manage Attendance Permissions | Late and early-leave permissions. |
| Delete Attendance Log | Deleting records. |
| Calculate Attendance Days | Calculating attendance days. |
| Edit Attendance Days | Editing them. |
| Create Attendance Sheet | Creating attendance sheets. |
| View Own Attendance Sheets | Their sheets. |
| View Other Attendance Sheets | Others’ sheets. |
| Change Attendance Sheet Status | Changing the status. |
| Delete Attendance Sheets | Deleting them. |
| View Attendance Report | The attendance report. |
| View Department Attendance Days, Logs, and Sheets | Their department’s attendance. |
| Edit Department Attendance Days, Logs, and Sheets | Editing their department’s attendance. |
| Add Leave Request | Requesting leave. |
| View Own Leave Requests Only | Their leave. |
| View All Leave Requests | All leave. |
| View Team Leave Requests | Their team’s leave. |
| Edit/Delete Own Leave Requests Only | Editing their leave. |
| Edit/Delete All Leave Requests | Editing all leave. |
| Approve/Reject Leave Requests | Approving leave. |
| Manage Shifts | All shifts. |
| Manage My Team’s Shifts | Their team’s shifts. |
| View All Shifts | Viewing all. |
| View My Shifts | Their shifts. |
| View My Team’s Shifts | Their team’s shifts. |
Payroll
| Permission | What It Allows |
|---|---|
| Manage Payroll Settings | Payroll settings. |
| View Payroll Run | Viewing the runs. |
| Create Payroll Run | Creating them (including viewing). |
| Delete Payroll Run | Deleting them. |
| View Own Payslip | Their payslip only. |
| Approve Payslips | Approving payslips. |
| Edit Payslips | Editing them. |
| Delete Payslips | Deleting them. |
| Pay Payslips | Paying them. |
| Delete Payroll Run Payments | Deleting payments. |
| View Department Payslips | Their department’s payslips. |
| Edit Department Payslips | Editing them. |
| Create Contracts | Adding contracts. |
| View All Contracts | Viewing all. |
| View Own Contracts | Their contracts. |
| Edit/Delete All Contracts | Editing all. |
| Edit/Delete Own Contracts | Their contracts. |
| Receive Contract Notifications | Contract expiry notifications. |
| Manage Loans and Installments | Loans and installments. |
| View Loans Report | The loans report. |
Requests
| Permission | What It Allows |
|---|---|
| Manage Requests | Managing all requests. |
| Manage Request Settings | Request types and their settings. |
| Add New Request | Raising a request. |
| View Requests | Viewing requests. |
| Approve / Reject Requests | Approving them. |
Credits, Memberships, Loyalty, and Commissions
| Permission | What It Allows |
|---|---|
| Manage Packages | Packages. |
| Manage Credit Charges | Charging credits. |
| Manage Credit Usage | Usage. |
| Manage Credit Settings | Settings. |
| Manage Memberships | Memberships. |
| Manage Membership Settings | Their settings. |
| View Client Attendance | Client attendance. |
| Manage Client Attendance | Managing it. |
| Manage Online Store Content | The online store. |
| Manage Commission Rules | Commission rules. |
| View All Sales Commissions | All commissions. |
| View Own Sales Commissions | Their commissions. |
| Manage Sales Periods | Commission periods. |
| Manage Loyalty Rules | Loyalty rules. |
| Redeem Loyalty Points | Redeeming points. |
Rentals and Bookings
| Permission | What It Allows |
|---|---|
| Manage Rental Settings | Rental settings. |
| Manage Reservation Orders | Reservation orders. |
| View Reservation Orders | Viewing them. |
| Delete Reservation Orders | Deleting them. |
| Add New Booking | Bookings. |
| View All Bookings | Viewing all. |
| View Own Bookings | Their bookings. |
| Edit / Delete All Bookings | Editing all. |
| Edit/Delete Own Bookings | Their bookings. |
| Manage Employee Breaks | Breaks. |
| Manage Booking Settings | Booking settings. |
Manufacturing
| Permission | What It Allows |
|---|---|
| Manage Manufacturing Settings | Settings. |
| Manage Production Routes | Routes. |
| Manage Workstations | Workstations. |
| Add Production Plan | Production plans (along with viewing and editing for all or their own). |
| Add New Bill of Materials | Bills of materials (along with viewing and editing for all or their own). |
| Add New Manufacturing Order | Manufacturing orders. |
| View All Manufacturing Orders | Viewing all. |
| View Own Manufacturing Orders | Their orders. |
| Edit/Delete All Manufacturing Orders | Editing all. |
| Edit/Delete Own Manufacturing Orders | Their orders. |
Tasks
| Permission | What It Allows |
|---|---|
| View All Tasks | All tasks (including their tasks). |
| View My Tasks | Their tasks. |
| Add New Task | Adding tasks. |
| Edit Task | Editing any task. |
| Edit My Own Tasks (Status, Assignment, and Module Link) | Limited editing of their tasks. |
| Delete Task | Deleting tasks. |
| Manage Task Departments | Departments. |
| Manage Task Templates | Templates. |
| Manage Task Flows | Flows. |
| Manage Task Types | Types. |
Construction
| Permission | What It Allows |
|---|---|
| Add Bids | Bids (along with viewing and editing for all or their own). |
| Add Projects | Construction projects (along with viewing and editing). |
| Approve & Reject Cost Sheets | Approving cost sheets (along with the permissions to add, view, and edit them). |
| Approve & Reject Construction Contracts | Approving construction contracts (along with the permissions to add, view, and edit them). |
| Invoice Payment Certificates | Invoicing payment certificates (along with the permissions to add, view, and approve them). |
| Exceed Contract Quantity in Payment Certificate | Exceeding the contract quantity in a payment certificate. |
| Add Reversed Payment Certificate | Reversed payment certificates. |
| Manage Construction Settings | Settings. |
Frequently Asked Questions
- I edited a role and the users were logged out of the system. Why? This is intentional; editing a role logs out everyone who has it so that the new permissions apply immediately.
- Why doesn’t the employee see a warehouse or treasury despite their permissions? Because the warehouse or treasury’s own permission doesn’t include them; add them from the warehouse or treasury page.
- Why doesn’t a certain permission appear on the role screen? Because its app isn’t enabled, or its setting is turned off (such as sales orders or viewing invoice profit).
- What’s the difference between Own and All? Own applies to what they created or what is assigned to them only; All applies to all records.
- Why can’t I delete a role? Because it is linked to employees; change their role first.
- Why can’t I give an Employee role the sales permissions? Because its type is Employee; change it to User.
- How do I prevent a user from opening a certain page? Add its link in the role’s blocked pages.