Creating New Users

Creating New Users

Overview

In iVendNext, admins create and manage users to control access for staff and partners. This guide provides step-by-step instructions for adding new users.


By the end of this article, you’ll understand:


  • How to navigate to the User Creation screen

  • The different types of users (System vs. Website Users)

  • How to configure user details, roles, and permissions

  • Additional settings like password management, email configurations, and security restrictions



Step 1: Accessing the User List

  1. Log in to your iVendNext account with administrative privileges.

  2. In the Awesome Bar (search bar at the top), type "User List" and press Enter.

    • Alternatively, navigate manually:

      • Home → Users and Permissions → User




Step 2: Initiating New User Creation

  1. On the User List screen, click the "Add New User" button.

  2. This will open the New User Creation Screen, which is divided into multiple tabs for detailed configuration.



Step 3: Filling in Basic User Details

The User Details tab contains essential information:


Mandatory Fields

  • Email (Unique identifier for login)

  • First Name

  • Last Name (Optional)

  • Username (Optional, if different from email)


Optional Fields

  • Middle Name

  • Language (Sets the system language for the user)

  • Time Zone

  • Retail Permission (For POS access, if applicable)



Step 4: Enable the User for POS Operations

Check the "Is POS User" box. This will allow this user to perform POS operations.



Putting a tick in the "Is POS User" checkbox enables the user to perform POS operations and unlocks a new tab called "Cashier Settings" where you can set the following:

  • Specify the Default Shift Profile

  • Select the Default Store for the user

  • Select the Default POs for the user



Key Settings

  • Enabled (Check to activate the user immediately)

  • Is POS User (Enable if the user needs Point-of-Sale access)

  • Send Welcome Email (Automatically sends login details)



Step 5: Assigning Roles and Permissions

  1. Navigate to the "Roles and Permissions" tab.

  2. Check the boxes corresponding to the roles you want to assign.

    • Example roles: Administrator, Sales User, Inventory Manager

  3. Click Save to apply the roles.


Important:


  • System Users get full module access (if roles permit).

  • Website Users have restricted access (e.g., customers, suppliers).



Step 6: Configuring Additional User Settings

More Information (Optional)

  • Gender

  • Birth Date

  • Interests (For internal profiling)

  • Phone & Mobile No.

  • Location


Security & Access Settings

  1. Change Password (Set an initial password or enforce reset)

    • Option: "Logout from all devices after password change"

  2. Restrict IP (Limit logins to specific IP addresses)

  3. Login Time Restrictions (Define allowed login hours)


Email & Notification Settings

  • Email Signature (For outgoing emails)

  • Enable/Disable email notifications

  • Allow mentions (@username in discussions)



Step 7: Saving and Verifying the User

  1. Click Save to finalize the user creation.

  2. Verify the new user by:

    • Searching for them in the User List.

    • Logging in with their credentials (if testing access).



Common Issues & Troubleshooting

Some common issues and their solutions are summarized below:


Issue

Solution

User cannot log in

Ensure the "Enabled" checkbox is checked.

Missing module access

Verify role assignments in "Roles and Permissions."

Welcome email not received

Check the spam folder or resend manually.

POS access not working

Enable "Is POS User" in User Details.



Best Practices for User Management

Some of the best practices for User Management are:


✔ Use consistent naming conventions (e.g., firstname.lastname@company.com)
✔ Regularly audit user roles to prevent excessive permissions.
✔ Disable inactive users (e.g., ex-employees) for security.
✔ Enable Two-Factor Authentication (2FA) for sensitive accounts.



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