Custom Roles
Custom roles let you define precisely what a user can do — module by module, feature by feature. Build roles that fit your organizational structure and approval hierarchy.
Navigate to: Settings → Team → Roles → Create Role
Custom roles give you complete control over user permissions. Rather than accepting the broad access levels of the system roles, you define exactly which features a role can reach and what actions within them are permitted.
Role Configuration Fields
| Field | Required | Details |
|---|---|---|
| Role Name | Yes | A clear, descriptive name. Examples: Finance Viewer, Inventory Manager, Sales Rep — Restricted, Accounts Payable Clerk. It appears on the Team page and in the role picker when adding a user. |
| Description | No | A brief explanation of who this role is for and what it enables. |
| Authority Level | No | Administrator (Highest), Manager, Supervisor, Team Lead or Staff (Lowest). Higher authority can manage lower levels. Defaults to Staff. |
| Data Scope | No | Own — only their own data · Store/Location — their assigned centers · All — full business data. Defaults to Own. |
Permission Configuration
Permissions are configured per feature, grouped by module. The module list is the set of modules your business subscribes to. For each feature you choose which of the five actions the role may perform:
| Action | What It Allows |
|---|---|
| Create | Open the new record form, fill it in, and save it. Without Create, users can only view existing records. |
| Read | View existing records — list views and detail pages. A role with only Read is a view-only role for that feature. |
| Update | Edit existing records that are in an editable state. Does not grant permission to approve or post. |
| Delete | Delete or void records. Posted financial documents are voided, never removed. |
| Approve | Approve documents in approval workflows. Required for managers who authorize transactions without full Administrator access. |
Shortcuts: the checkbox on a module selects or clears every permission beneath it; the checkbox on a feature toggles all five for that feature. At least one permission is required to save the role.
Role Operations
Once a custom role is created, you can:
Assign to users — Go to Settings → Team → Team, add or edit a user, choose Custom role and pick it. A user holds one role: a system role or a custom role.
Audit who has the role — The role card shows a user count; View Details → Users lists them.
Edit permissions — Changing a role's permissions affects every user holding that role; the form warns "Changes will affect N users" before you save.
Delete — Refused while users still hold the role. Reassign them first.
The Approve permission grants the ability to authorize financial transactions. In most businesses, this should be limited to managers and senior staff. Granting Approve to all users in a module effectively removes the approval workflow for that module — any user can approve their own work.