FAQ: Assigning Permissions

Can I give permission to a specific user without using a role?

No. Permissions are always assigned to roles, not directly to users. Instead, you assign roles to users. This keeps things organized—if ten users need the same access, you change the role once instead of editing each user.

What happens if a user is in two roles with conflicting permissions?

Permissions are additive. If Role A allows "Create invoices" and Role B does not, a user in both roles can create invoices. There is no such thing as a "deny" permission; you can only grant access.

Can I delete a role that users are still assigned to?

Most systems prevent you from deleting an active role. First, reassign all users in that role to another role, then delete it. Check with your administrator if you're unsure.

How long does it take for a permission change to take effect?

Changes are instant in the system, but users may not see them until they log out and log back in. If a user says "I just got this permission but I still can't see it," ask them to refresh their browser or log out and in.

Can I copy permissions from one role to another?

This depends on your Usystems version. Check Settings → Users & Roles → Roles to see if there is a "copy" or "duplicate" option. If not, manually check the same boxes on the new role.

Is there a way to audit which user changed a permission?

Usystems does not currently log permission changes by user. To track changes, keep notes in your own system or contact your administrator to ask about audit logging.

What's the difference between "View," "Create," "Edit," and "Delete" permissions?

• View: read-only access. The user can see the data but cannot change it.
• Create: can make new documents (invoices, bills, contacts, etc.).
• Edit: can modify existing documents.
• Delete: can mark documents as deleted or remove them.

These are independent. A user can have "View invoices" without "Create invoices," for example.

Can an admin accidentally lock themselves out?

Yes. If you remove all your own permissions and save, you might lose access. Be careful when editing your own role. If this happens, you may need another admin to restore your permissions, or contact support.