Assigning permissions to a role

Roles group permissions together, making it easy to manage access for teams of users. When you assign permissions to a role, every user in that role automatically gains those permissions.

Before you start

• You must have administrator access (or explicit permission to manage roles).
• Know which actions the role should allow (view documents, create invoices, export reports, etc.).
• Understand that a user's actual access is the combination of all the roles assigned to them.

Steps

1. Go to Settings → Users & Roles → Roles, then open or create the role you want to configure. Open in Usystems

2. Look for the Permissions section on the role edit page. You will see checkboxes for each available permission.

3. Check the boxes for the permissions you want to grant. Each permission controls a specific action:

   • View documents or data (read-only)
   • Create new documents
   • Edit existing documents
   • Delete documents
   • Export data

4. For report permissions, see the separate guide Controlling which reports each role can see.

5. Save the role by clicking the save button.

How permissions work

A permission gives a user or role the right to perform one specific action in one area of the system. For example:

• "Create invoices" allows the user to open the invoice form and submit it.
• "Delete bills" allows the user to mark a bill as deleted.
• "Export contacts" allows the user to download a contact list.

If a user belongs to multiple roles, they have all the permissions of all their roles combined.

Tips & common mistakes

• Permissions are additive: if a user is in two roles and one has "Edit invoices" and the other has "Delete invoices," they can both edit and delete.
• Removing a permission is not instant: if you unchecked a permission while a user is logged in, they may need to log out and back in to see the change.
• Not seeing a permission? It may be product-specific. Some permissions only apply to certain product types (e.g., POS, Pharmacy, Hospital).
• Err on the side of restriction: start with fewer permissions and add more as needed. It is easier to grant access later than to lock down an overly permissive role.

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