Overview

Roles define what users can access and modify within the application, from sales documents to retail operations. iVendNext offers predefined roles such as Cashier and Manager, but you also have the flexibility to create custom roles that suit your specific workflows.

This guide explains how to:
✔ Create new roles with specific permissions.
✔ Use Role Profiles to assign multiple roles at once.
✔ Optimize role management for teams.

Part 1: Creating Custom Roles

Step 1: Navigate to Role Management

1. Go to: Home > Users and Permissions > Role.

2. Click "Add Role" to create a new role.

Step 2: Define Role Properties

Fill in these key fields:

Note: Check "Is Custom" to mark the role as user-defined.

Step 3: Assign Permissions

1. Click "Role Permissions Manager" in the role record.

2. Set permissions for:

• Document Types (e.g., Sales Invoice, Leave Application).

• Stages (Creation, Submission, Cancellation).

• Field Levels (e.g., Level 0 = Basic access, Level 1 = Sensitive fields).

Example: Creating an "Inventory Supervisor" Role

• Permissions: Read/write access to Stock Entry, no access to Sales.

• Domain: Restricted to "Stock."

• Home Page: "Stock Dashboard."

Part 2: Using Role Profiles

Role Profiles group multiple roles for efficient assignment (e.g., a "Store Manager" might need Cashier + HR roles).

Step 1: Create a Role Profile

1. Navigate to: Home > Users and Permissions > Role Profile.

2. Click "Add Role Profile."

Step 2: Add Roles to the Profile

• Enter a Profile Name (e.g., "Senior Cashier").

• Select multiple roles from the list (e.g., Cashier + Shift Manager).

Example Role Profiles

Part 3: Assigning Roles to Users

Option 1: Single Role Assignment

1. Go to: Home > Users and Permissions > User.

2. Open a user profile (e.g., "Tony Stark").

3. Under Roles, select the desired role (e.g., "Manager").

Option 2: Bulk Assignment via Role Profiles

1. Navigate to the User list.

2. Select multiple users, then apply a Role Profile (e.g., "Retail Lead").

Best Practices

1. Avoid Over-Permissioning: Grant only necessary access (e.g., Cashiers shouldn’t void transactions).

2. Audit Roles Quarterly: Remove outdated roles or adjust permissions.

3. Use Role Profiles for Teams: Simplify onboarding (e.g., assign "Retail Lead" to all supervisors).

Troubleshooting

Here’s a quick look at some common issues you might run into.

• Issue: A user can’t access a document type.
  Solution: Check their role’s permissions in Role Permissions Manager.

• Issue: Role changes aren’t applying.
  Solution: Ensure the role isn’t Disabled in the Role settings.