Users & permissions

In Rowdx

1. Settings
2. Users

Everyone who works on the system should have their own user — never share your account. That way every document shows who created and changed it, and you control exactly what each person sees.

Adding a user

1. Open Settings → Users and click New.
2. Enter the person's email (their login) and name.
3. Save. They receive an email to set their password.
4. In the user's Roles section, pick the roles that fit their job.

Number of users

The number of users depends on your plan. My subscription shows current users against your limit, and you can add more from the subscription page. See Plans & add-ons.

Ready-made roles

In Rowdx

1. Settings
2. Roles & permissions

Your system comes with eight ready-made roles with permissions preset:

Role	What they can do
General manager	All operations and reports; submits and cancels. Doesn't delete or manage users and settings
Accountant	Entries, payments, invoices and financial reports; views sales, purchases and stock
Sales officer	Customers, quotations, sales orders and sales invoices (creates and submits, doesn't cancel or delete)
Cashier	Only the POS invoices they created, and customers. No edits after submitting, no reports
Purchasing officer	Suppliers, purchase requests and orders, and purchase invoices as drafts; the manager gives final approval
Storekeeper	Items, transfers, counts, issues and receipts. Doesn't see prices and invoices
Human resources	Employees, attendance, leave, expenses and payroll
Auditor	View and print everything and reports, with no creating or editing

The owner (system manager) always sees everything and manages users and settings.

Assigning a role to an employee

1. Add the employee from Settings → Users as above.
2. Open Roles & permissions and choose the role on the left.
3. At the bottom: Add employee to this role and pick them. An employee can have more than one role.

Changing a role's permissions

On the same screen each role has a table of screens grouped by module, with ticks per screen: Read, Create, Write, Submit, Cancel, Delete, Print, and Only their own records (sees only what they created, like a cashier). Change and click Save permissions. They apply to employees when they refresh.

• A screen without Read disappears from their menu and can't be opened even by its link.
• Show all in each module's header opens the whole module for reading at once.

New role

New role: type its name (e.g. "Branch supervisor"), choose Copy permissions from the closest ready role, then change what differs. Ready roles can't be deleted; your own roles can, and the role is removed from its employees.

System manager

Make the owner, or only one person, system manager, and require two-factor authentication. Give everyone else their ready-made roles.

Restricting a user to specific data

In Rowdx

1. Settings
2. User Permissions

To limit someone to a branch, warehouse or company, add a user permission: pick the user, the document type (e.g. Warehouse) and the allowed value. They will then only see documents linked to that value.

Advanced permissions

In Rowdx

1. Settings
2. Permission Manager

For cases the Roles & permissions screen doesn't cover (specific fields or rare documents). Change this carefully, and ask support when in doubt.

Disabling a user

When someone leaves, open their user and disable it instead of deleting, so their records and history stay intact.