Help · people & access

Users, roles and access rights

You create the company, so you start with every right. Then you add your team and give each person a role: what they see, and what they may do there. This page walks you through it from day one, and explains every role and right.

Your first day as the owner

Six steps, about fifteen minutes for a team of five.

  1. 1

    Create your company

    Sign up with your business name, your name, email and password. You become the Company Admin: full access to everything, including plugins you add later.

  2. 2

    Look at the starter roles

    Settings → People & access → Roles & rights

    Every new company gets eight ready roles (below). Use them as they are, or change them to fit how your business works.

  3. 3

    Adjust a role, or make your own

    Roles & rights → tap a role, or New role

    For each module, tick what the role may do. Then set the limits that matter for that job.

    • Rights by module: view, create, edit, delete, approve, post, cancel, export, print, configure
    • Only their own documents: they change only what they created
    • Sees purchase costs and margins: off for counter and sales staff
  4. 4

    Add the people who will sign in

    Settings → People & access → Users → Add person

    Enter their name, the email they sign in with and a first password. Then pick their roles.

    • Pick one or more roles; with several, the rights add up
    • Limit them to chosen warehouses if they work at one branch
    • Link a cashier to their POS staff member so the till knows who is selling
  5. 5

    They sign in and choose their own password

    Pass on the first password. At first sign-in Bundle asks them to choose a password only they know. You can set a new one later if they forget it.

  6. 6

    Link employees for self-service

    HR → employee → email, or their Attendance login & PIN button

    If HR is on, give each employee record the same email as their login. Without any HR role, they can then clock in and out, apply for leave and download their payslips from their phone.

The starter roles and their duties

Every new company starts with these. Rename them, change their rights, or add your own.

Company Admin

full access

The owner and anyone they trust with everything: all modules, settings, users, roles, and any plugin added later.

  • The person who creates the company gets this role
  • There is always at least one active Company Admin

Accountant

Keeps the books: payments, bank reconciliation, taxes, journal entries and reports.

  • Accounting: everything
  • Sales, purchase and inventory: view, export, print
  • POS and HR: view only

Salesperson

own records only

Makes quotations, orders and invoices, and changes only the ones they created.

  • Sales: view, create, edit, post, print
  • Inventory: view
  • Cost prices and margins hidden

Cashier

own records only

Sells at the till, and opens and closes their own session with a cash count.

  • POS: view, create, edit, post, print
  • Inventory: view
  • Cost prices hidden

Warehouse Staff

Receives goods, moves stock between locations, and counts it.

  • Inventory: view, create, edit, post, print
  • Purchase: view, and receive against an order
  • Cost prices hidden; can be limited to chosen warehouses

Purchase Manager

Suppliers, requests for quotation, purchase orders, approvals and supplier bills.

  • Purchase: view, create, edit, post, approve, print, export
  • Inventory: view

HR Manager

Employees, attendance, leave and payroll, from hiring to paying salaries.

  • HR: everything (approve overtime and leave, approve and pay payroll, undo an approval)
  • Sees salaries; other roles without HR view never do

Read-Only Demo

Looks at everything and changes nothing: for an auditor, an investor or a new hire learning the app.

  • View in every module
  • Cost prices hidden

What each right means

Rights are set per module (Sales, Purchase, Inventory, Accounting, POS, HR, Settings and each industry plugin).

View

See the module and its documents and reports. Without it, the module doesn't appear at all.

Create

Make new records: a quotation, a product, an employee.

Edit

Change records that aren't final yet, like a draft invoice or an employee's details.

Delete

Remove records that were never posted.

Approve

Say yes or no where a second pair of eyes is needed: a purchase above the limit, overtime.

Post

Make it final and put it in the books: post an invoice, receive stock, approve and pay payroll.

Cancel

Undo something final, which posts a reversal: cancel a payment, undo a payroll approval.

Export

Download lists and reports to Excel, PDF or CSV.

Print

Print and share invoices, receipts, payslips and other documents.

Configure

Change settings. Settings → Configure is what lets someone manage users and roles.

Extra limits on a role or a person

Only their own documents

Salespeople and cashiers change only the quotations, orders, invoices, bills and till sessions they created. They can still see the rest if they have View.

Hidden cost prices

Turn off "Sees purchase costs and margins" and the person never sees what you paid, your margins or stock value, in any screen or report.

Warehouses

Set on the person: they only move stock in the warehouses you pick. Empty means all warehouses.

Turn off a login

When someone leaves, turn them off. They're signed out and can't sign in again; their history stays.

Examples: who gets what

A shop with two cashiers

You: Company Admin. Cashiers: Cashier, each linked to their POS PIN. Your outside accountant: Accountant, so they can file returns without touching the counter.

A trading company

Sales team: Salesperson (own records, costs hidden). Store keeper: Warehouse Staff for their warehouse. Buyer: Purchase Manager. Office: Accountant.

A business with 30 staff on payroll

HR person: HR Manager. Everyone else: no role needed for self-service. Their employee email matches their login, so they clock in and apply for leave from the phone.

An auditor for a week

Read-Only Demo, then turn the login off when they're done. Every change during that week is in the history anyway.

How it's protected

  • The server checks every save against the person's rights, not just the app. A change someone isn't allowed to make is refused, with the reason.
  • Only people with full access or the Settings → Configure right can add users or change roles, and the last Company Admin can't be removed.
  • Every record shows who created and changed it, when, and what changed.
  • Salaries and payroll are hidden from anyone without HR view, even in exports.
  • Each company's data is kept apart from every other company's at the database level.

Questions people ask

How many users can I add?
As many as you need. Bundle is priced per plugin for the whole company, never per user.
Can one person have more than one role?
Yes. Pick several roles and the rights add up. A shop manager might be Cashier and Purchase Manager together.
When does a change to a role take effect?
At the person's next sign-in. Their open session keeps the rights it started with.
Can I stop a salesperson seeing my cost prices?
Yes. Turn off "Sees purchase costs and margins" on their role. Cost prices and margins are hidden everywhere for them, in screens and in reports.
Do employees need a role to clock in or see their payslips?
No. Any login linked to an employee record (same email, or linked in Attendance login & PIN) can clock in, apply for leave and download their own payslips. HR rights are only for people who manage others.
What happens to a person's work when they leave?
Turn their login off. They can no longer sign in, and everything they created stays in the books with their name on it.
Try it in the demo companyNext: the HR & payroll workflow