Adding Users
Users in ERPNext stand in for the individuals who communicate with your system, whether they are internal company personnel or external stakeholders like suppliers and customers. Accurate role-based access, data security, and seamless operations are all guaranteed by effective user management.
You can manage users Go to:
1. Types of Users
There are two categories of users in ERPNext:
Website Users: These are outside parties such as Customers, Suppliers, Students, or Patients. They access only the portal and not backend modules. Example: A customer can log in to monitor invoices or orders.
System Users: These are internal employees who access ERPNext modules. Their access is based on assigned roles. Example: An accountant can access Accounting, while an HR manager can access HR and Payroll.
Note: If any user has any role other than Customer, Supplier, Student, or Patient, ERPNext will automatically treat them as a System User.
2. How to Create a New User
To add a new user:
Go to the User List.
Click on Add User.
Provide the First Name and Email Address.
Save the record.
The email address is used as the unique identifier for each user. For users of websites, it is sufficient with basic information, but system users typically need more information such as phone numbers or department information.
3. Assigning Roles
Once you have saved the user, you can set their responsibility through roles.
A selection of available roles will be shown with checkboxes.
Check the roles you wish to assign and save.
You can also use Role Profiles to quickly grant multiple roles simultaneously.
For instance:
A Sales Executive might be assigned Sales User + CRM User.
An HR Manager might be assigned HR Manager + Payroll Manager.
4. Adding User Details
In addition to the name and email, ERPNext allows you to add personal information to fill out the user profile. These are:
Gender
Phone / Mobile Number
Birth Date
Location
Interests and Bio
Banner Image
There is also a feature to Mute Sounds, which turns off the sound effects when working with documents.
5. Password Management
System Managers can have complete authority over user passwords. The following can be done:
Set New Password: Manually reset the password.
Send Notification: Notify the user via email that their password was reset.
Force Logout: Logout the user from all active sessions upon resetting the password.
This guarantees account security, particularly on an employee's departure or where unauthorized access is suspected.
6. Notifications and Email Settings
Users can manage how they are notified:
Document Follow: Users can follow documents (such as Sales Orders, Projects) and be notified when they are updated.
Email Preferences:
Get notified on email threads.
Get a copy of all emails sent.
Be mentioned in discussions with "@username".
Attach an Email Signature to all outgoing mail.
- Mailing List Subscriptions: Users can be added to company mailing lists (e.g., Support, Sales, Jobs).
7. Module Access
Although roles govern permission, ERPNext gives you the option to make additional modifications about which modules a user can view.
Click on Allow Module Access.
Uncheck modules that you don't wish the user to access.
If required, apply a Module Profile that gives a pre-defined list of modules.
8. Security Settings
To make accounts more secure, ERPNext offers these controls:
Simultaneous Sessions: Restrict how often a user can log in at the same time.
Login Hours: Limit access to certain office hours.
Restrict IP: Limit login to specified IP addresses.
User Type: If the user has any role checked other than Customer, Supplier, Patient, or Student they automatically become a System User. This field is read-only.
Further, ERPNext tracks Last Login, Last IP, and Last Active Time, enabling you to keep a check on activity.
9. Third-Party Authentication & API Access
ERPNext embraces new login and integration functionality:
Third-Party Authentication: The user can log in via Google, Facebook, or GitHub. This involves configuration of developer credentials.
API Access: Create API Keys and Secrets for a user, allowing ERPNext to authenticate with external applications or mobile systems.
10. After Saving a User
After saving a user record, more features are visible:
Set User Permissions: Lock down access to certain documents.
View Permitted Documents: View a report of which documents the user can view.
Reset Password: Send reset instructions.
Reset OTP Secret: Reset Two-Factor Authentication.
Create User Email: Create a company email account for the user.
11. Login Methods
As standard, users log in with their email address. But you can also enable login using a mobile number in System Settings > Security.
Though mobile numbers have to be unique, the primary ID is the email address.
12. Impersonating a User
ERPNext brought in impersonation of users by administrators.
The admin may log in on behalf of another user for troubleshooting.
An activity log is created automatically.
Changes reflect the impersonator's name clearly.
Impersonated user is informed of the action.
This feature is particularly useful for debugging permissions or simulating user problems.