User Management

Overview

Only System Managers can add users and assign roles. Every Cola Solar staff member who needs ERP access must have a user account with the correct roles assigned.

To access: Settings → Users and Permissions → User

User Types

All Cola Solar staff should be System Users.

Adding a New User

1. Go to Settings → User → New
2. Enter the Email — this is the unique login ID
3. Enter First Name and Last Name
4. Set User Type to System User
5. Under Roles, click Add Row and assign the appropriate roles:
   • HR User — for HR staff
   • HR Manager — for HR managers
   • Accounts User — for Finance staff
   • Accounts Manager — for Finance managers
   • Sales User — for Sales team
   • Stock User — for Inventory/Warehouse staff
   • Project User — for Engineering team
   • System Manager — admin only
6. Click Save

The user receives a welcome email with a link to set their password. Make sure the email address is correct before saving.

Assigning Multiple Roles at Once (Role Profile)

If several users need the same set of roles, use a Role Profile:

1. Go to Settings → Role Profile → New
2. Enter a name — e.g. “Sales Team”, “Engineering Team”
3. Add all required roles
4. Save
5. When creating users, select this Role Profile instead of adding roles individually

Editing an Existing User

1. Go to Settings → User
2. Search for the user by name or email
3. Open the record
4. Add or remove roles as needed
5. Click Save

Disabling a User

When a staff member leaves Cola Solar:

1. Open the user record
2. Uncheck Enabled
3. Click Save

Disabled users cannot log in. Do not delete user accounts — disable them to preserve audit history.

Importing Users via CSV

To add multiple users at once:

1. Go to Settings → Data Import
2. Select Document Type — User
3. Download the CSV template
4. Fill in email, first name, last name, and user type for each user
5. Upload the file
6. Review the import preview
7. Click Import

Roles cannot be set via CSV import — assign them manually after import or use a Role Profile.