Creating a new user

Creating a new user

When you hire a new team member or contractor, you must create a user account so they can log in to Usystems. Each user has a unique login (email or username), a password, and one or more roles that control what they can see and do.

Before you start

• You must have Admin access or User Management permission.
• Have the person's full name, email address (or username), and the role(s) they should have ready.
• If the person will handle cash or inventory, make sure the appropriate roles exist (see the roles section of your settings).

Steps

1. Go to Settings → Users & Roles → Users. Open in Usystems

2. Click Add User or New User.

3. Fill in the following fields:

   • Full Name: The person's name as it should appear in the system.
   • Email or Username: The unique login identifier. If using email, verify it is correct.
   • Password: Enter a temporary strong password. The user should change this on first login.
   • Role(s): Select one or more roles for this user (e.g., Cashier, Inventory Manager, Admin).

4. If your system has product or location restrictions, assign them now:

   • Products (if available): Limit the user to specific product lines (e.g., Pharmacy only).
   • Locations (if available): Limit access to specific warehouses or departments.

5. Click Save or Create User.

6. A confirmation message appears. You can now assign the user additional roles or settings, or close the dialog.

Tips & common mistakes

• Passwords are case-sensitive — make sure you and the new user use the correct case when they first log in.
• Role changes take effect immediately — if you adjust a user's role later, they will see the new permissions the next time they log in or reload the page.
• Username or email must be unique — you cannot create two users with the same login.
• If the user forgets their password, use the "Reset Password" feature (see Resetting another user's password).

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