User Management

User Management in SimpleBillBook allows you to create and manage user accounts, assign roles with specific permissions, and control who has access to different modules in your organization. This helps maintain security, ensure data integrity, and delegate responsibilities appropriately across your team.

Overview of User Management

User Management helps you:

• Create User Accounts: Add team members to the system with unique login credentials
• Assign Roles: Control what each user can access and do based on their job function
• Manage Permissions: Grant view, create, edit, or delete access to specific modules
• Maintain Security: Ensure only authorized personnel can perform critical actions
• Track Activity: Know who performed specific actions through audit logs

Viewing Users

To view all users in your organization:

1. Navigate to Manage Users → Users from the main sidebar
2. You'll see a table listing all user accounts

Figure 1: Users list showing all user accounts with search functionality

Users Table Columns

Column	Description
Name	Full name of the user
Email	User's email address (used for login)
Role	Assigned role determining permissions

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Creating a New User

Step 1: Access User Creation

From the users page, click the Create button to open the user creation form.

Step 2: Fill User Details

Figure 2: Form for creating new users with role previews

Required Information:

Field	Required	Description
Name	✅ Yes	User's full name
Email	✅ Yes	Email address for login and notifications
Password	✅ Yes	Secure password for account access
Role	✅ Yes	Select from available roles

Step 3: Assign Role

Select an appropriate role from the dropdown. The role determines what permissions the user will have.

Step 4: Save User

Click Save to create the user account. The user will receive login credentials based on your configuration.

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Role Previews and Permissions

SimpleBillBook comes with predefined roles that match common business functions. Each role has specific permissions tailored to job responsibilities.

Available Roles

👨‍💼 Salesman

Permission Level: View + Create

Access to Modules:

• ✅ Customers
• ✅ Products
• ✅ Expenses
• ✅ Sales
• ✅ Quotation

Best for: Sales representatives who need to create customers, products, expenses, sales transactions, and quotations.

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👔 Sales Manager

Permission Level: View + Create + Edit

Access to Modules:

• ✅ Customers
• ✅ Products
• ✅ Expenses
• ✅ Sales
• ✅ Credit Note
• ✅ Quotation
• ✅ Sale Order

Best for: Sales team leads who need to review and modify records created by team members, including credit notes and sale orders.

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📦 Stock Manager

Permission Level: View + Create + Edit

Access to Modules:

• ✅ Purchases
• ✅ Vendors
• ✅ Products
• ✅ Stocks
• ✅ Stock Adjust
• ✅ Purchase Order
• ✅ Debit Note

Best for: Warehouse or inventory managers responsible for stock levels, purchases, inventory adjustments, purchase orders, and debit notes.

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🏢 Store Manager

Permission Level: Almost Full Control

Description: Complete access to all modules including settings, users, and reports. Limited admin privileges.

Access to Modules:

• ✅ All business modules (Sales, Purchases, Inventory, Expenses)
• ✅ Reports
• ⚠️ Limited admin privileges
• ⚠️ User management (View only)

Best for: Store managers who need comprehensive access to all business operations but limited administrative privileges.

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Permission Levels Explained

Level	Description
View	Can see records but cannot create, modify, or delete
Create	Can add new records
Edit	Can modify existing records
Delete	Can remove records
Full Control	All permissions including delete

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Default Roles Summary

Role	Permissions	Access To	Best For
Salesman	View + Create	Customers, Products, Expenses, Sales, Quotation	Sales representatives
Sales Manager	View + Create + Edit	Customers, Products, Expenses, Sales, Credit Note, Quotation, Sale Order	Sales team leads
Stock Manager	View + Create + Edit	Purchases, Vendors, Products, Stocks, Stock Adjust, Purchase Order, Debit Note	Warehouse managers
Store Manager	Almost Full Control	All modules, Reports, limited admin	Store operations managers
Admin	Full system access	All modules, Users, Settings	System administrators

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Best Practices for User Management

1. Principle of Least Privilege

• Grant only the permissions users need to perform their jobs
• Start with restrictive roles and add permissions as needed
• Regularly review and revoke unnecessary access

2. Role-Based Assignment

• Match roles to actual job functions
• Use the predefined roles as starting points
• Create custom roles only when necessary

3. Regular Audits

• Review user accounts quarterly
• Remove users who have changed roles or left the organization
• Verify permissions align with current responsibilities

4. Secure Authentication

• Enforce strong password policies
• Encourage regular password updates
• Use two-factor authentication for sensitive roles

5. Documentation

• Maintain a user-role matrix
• Document approval processes for new accounts
• Keep records of access reviews

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Common Scenarios

Scenario 1: New Sales Representative Joins

Solution:

1. Click Create button
2. Enter name, email, and temporary password
3. Select Salesman role
4. Save - user gets appropriate permissions immediately

Scenario 2: Promoting a Salesperson to Manager

Solution:

1. Find the user in the users list
2. Click Edit
3. Change role from Salesman to Sales Manager
4. Save - permissions update instantly

Scenario 3: Hiring a Warehouse Manager

Solution:

1. Click Create button
2. Enter user details
3. Select Stock Manager role
4. User gets full inventory, purchase, and stock adjustment access

Scenario 4: Hiring a Store Manager

Solution:

1. Click Create button
2. Enter user details
3. Select Store Manager role
4. User gets comprehensive access to all business operations

Scenario 5: Temporary Staff Member

Solution:

1. Create account with minimal permissions
2. Set a strong temporary password
3. Instruct user to change password on first login
4. Deactivate account when contract ends

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