Assigning users to roles

Assigning users to roles

When you create a new user account, you must assign one or more roles so they can access Usystems. As people change jobs, projects, or responsibilities, you can add or remove roles at any time. This article covers both: assigning roles when creating a new user, and changing a user's roles later.

Before you start

• You must have Administrator access.
• Know which role(s) the user needs. See The default roles and Feature roles to understand what each role does.
• Have the user's name and login information ready (if this is a new user).

Assigning roles to a new user

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

2. Click Add User or New User.

3. Fill in the user's information (full name, email or username, password).

4. In the Roles section, check the boxes next to the roles you want to assign. You can choose:

   • One or more core roles (Administrator, Finance, Operations)
   • One or more feature roles (Inventory Manager, Payroll Manager, Manufacturing Manager, HR Manager)
   • Any combination of them

5. Click Save or Create User.

The user can now log in and will have all the permissions from the roles you assigned.

Changing a user's roles later

If a user's job changes or they move to a different department, you can update their roles:

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

2. Find and click the user's name or an Edit button next to their entry.

3. In the Roles section:

   • To add a role: check the box next to the role.
   • To remove a role: uncheck the box next to the role.

4. Click Save or Update.

The changes take effect the next time the user logs in or reloads the page.

When a user leaves

If someone is leaving your company or changing roles permanently:

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

2. Find the user and click Edit.

3. Uncheck all roles. The user now has no access.

4. (Optional) You can also click Deactivate or Delete if your system offers these options—ask your administrator if unsure.

5. Click Save.

The user can no longer log in.

Tips & common mistakes

• Test before publishing changes—if you are unsure whether a role has the right permissions, assign it to a test user and log in to verify.
• Inform the user—let people know when their roles change so they are not surprised by new permissions or missing access.
• More than one role is fine—it is common for someone to be both Finance and Inventory Manager. The user gets all permissions from every role they have.
• Changes are immediate—once you save, the user's access updates on their next login. There is no waiting period.
• Keep a record—if your organization is large, maintain a spreadsheet or document listing who has which roles, so you can audit access later.