FAQ: Built-in Roles
Common questions about the standard roles that come with Usystems.
FAQ: Built-in Roles
What is the difference between a role and a permission?
A permission is a single action you can do (e.g., "create invoices" or "view reports"). A role is a collection of related permissions bundled together. When you assign a role to a user, they automatically get all the permissions in that role. This is simpler than giving permissions one by one.
Can I give a user multiple roles?
Yes. A user can have several roles at once. For example, a manager might be both Finance and Operations so they can handle invoicing and also manage inventory. The user gets all the permissions from every role they have.
What can a Finance user do that an Operations user cannot?
Finance users can create and manage invoices, bills, payments, and refunds. They can run accounting reports. Operations users cannot do any of these—they focus on inventory and purchase orders. An Operations user can see products and contacts but cannot create invoices or receipts.
What does the Administrator role do?
The Administrator role has unrestricted access to every feature. Administrators can:
- Create, edit, and delete users and roles.
- Change system settings.
- Access all modules (finance, inventory, payroll, HR, manufacturing, etc.).
- View all reports and all data.
Only give this role to people you fully trust.
Can I modify a built-in role?
No, you cannot edit the Administrator, Finance, or Operations roles themselves. However, you can create a new custom role that suits your needs. Custom roles let you pick exactly which permissions to include.
Do feature roles require a core role?
No. A user can have just a feature role (like Inventory Manager) without having Finance or Operations. However, combining them is often useful—for example, Finance + Inventory Manager allows someone to invoice customers and also manage stock.
What happens if a user has no role?
A user with no role has no access to any part of Usystems. They cannot log in or see any data. Every user must have at least one role.
Can I change a user's role after I create them?
Yes. You can edit any user at any time and add, remove, or change their roles. The new permissions take effect the next time they log in or reload the page.
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