The default roles: administrator, finance, operations

The default roles: administrator, finance, operations

Usystems comes with three foundational roles built in. Every user must have at least one role, and these roles control what parts of the system you can access and what actions you can perform.

What it is

A role is a collection of permissions. Rather than granting individual permissions to each user, you assign them to a role, and then assign the role to users. This makes it easy to manage permissions consistently across your team.

The three core roles

Administrator The administrator has full access to all features, settings, and data. Administrators can create other users, manage roles, change system settings, and access all reports. Only trust this role to senior managers or IT staff.

Finance The finance role is for accountants, bookkeepers, and financial managers. Finance users can create invoices, bills, payments, and refunds. They can view and run most reports, but they do not have access to HR or operational settings. Finance users cannot view payroll data.

Operations The operations role is for warehouse managers, inventory staff, and day-to-day supervisors. Operations users can manage inventory, create purchase orders and sales orders, and view inventory reports. They can see contact information but cannot create invoices or manage payments. Operations users do not have access to payroll.

Why roles matter

Using roles—instead of giving everyone admin access—keeps your business data safer. Each user sees only what they need to do their job. This prevents accidental changes to critical settings and reduces the risk of data loss or misconfiguration.

Where you see them

When you create a new user, you assign one or more of these roles: Go to Settings → Users & Roles → Users Open in Usystems

You can also create custom roles that mix and match specific permissions (see Creating a custom role).

Tips

• A user can have more than one role. For example, a manager might be both Finance and Operations.
• Role permissions take effect immediately—when a user's role changes, they see the new access on their next page reload.
• The Administrator role is powerful; create it only for trusted team members.