Create users and assign user roles

CostTracker is a role-based system where you can assign one or multiple user roles to each user. This article explains how to add new users and assign user roles and permissions.

Add new users

Go to Settings --> Users

Here you will find a list of current users and their roles

Select "Add new user"

Here you can add the email address for the new user and assign roles and additional user rights. If the user will be an approver, you can also add the approval limit for the user. 

Note! When adding a new user the user will receive an email where the user will add their own name and generate a password.

Explanation of user roles and rights

Purchase (My purchases) - Provides access to the "My purchases" section where the user can create purchase orders, send for approval and send purchase orders to suppliers.

Approve - Provides access to the "Approve" section where the user can approve purchase orders. This role is required to be able to select to the user when setting up an approval structure.

Receive - Provides access to the "Receive" section where the user can perform full or partials receipts from suppliers.

Accounting - Provides access to the "Accounting" section where the user can match invoices with purchase orders. If the supplier invoice module is enabled the user will also have access to this module. If cash flow forecasting is enabled the user will also have access to this module.

Administrator - The administrator has all roles and rights in the system. The administrator can also re-open purchase orders that are marked as fully received or fully invoiced. 

Suppliers (edit) - Allows the user to add and edit suppliers

Archive - Access to the "Archive" section where the user can generate reports

Budgets - Access to the "Budget" section where the user can see and drill down into project or department budgets. The budget role can create budgets, but only administrators can activate budgets. 

Note, budgets access can be further restricted for each budget (e.g. if you only want certain people to see each budget)