Understanding User Types

Understanding User Types

Overview

iVendNext has two user types: System Users and Website Users. Choosing the right type is key to avoiding access or security issues. This article covers their differences, common uses, and setup guidelines.




What Are System Users?

System Users are internal personnel who need comprehensive access to your iVendNext implementation. These typically include:


  • Employees

  • Managers

  • Administrators

  • IT staff

  • Accounting personnel


Key Characteristics of System Users:


  • Full access to iVendNext modules and features (based on their roles)

  • Ability to view, create, edit, and delete records across all assigned modules

  • Access to company-wide data and reports

  • Comprehensive backend interface with all business operations capabilities


Important: System Users are always created by administrators within iVendNext and cannot self-register.



What Are Website Users?

Website Users are external parties who interact with your system through a web portal. These typically include:


  • Customers

  • Suppliers

  • Vendors

  • Students (in educational implementations)

  • Clients


Key Characteristics of Website Users:


  • Restricted access limited to specific functionalities

  • Simplified interface focused on their needs

  • Primarily can view and create records relevant to their role

  • Access limited to personal data and limited reports


Website Users can be either:


  1. Created by administrators, or

  2. Self-registered through the web portal (if enabled)



Side-by-Side Comparison

Feature

System User

Website User

Access Level

Full module access

Restricted portal access

Data Visibility

Company-wide data

Personal data only

Record Permissions

Create, read, update, delete (CRUD)

Mostly read and limited create

Interface

Comprehensive backend

Simplified web portal

Creation Method

Admin-created only

Admin-created or self-registration

Typical Users

Employees, managers

Customers, suppliers



How to Check and Assign User Types?

The section below helps you understand how to check and assign user types in iVendNext.


During User Creation

When creating a new user in iVendNext:


  1. Navigate to Home > Users and Permissions > User

  2. Click Add New User

  3. In the User Type field, select either:

    • "System User" for internal personnel

    • "Website User" for external parties


For Existing Users

To check an existing user's type:


  1. Open the user record

  2. Look for the User Type field in the User Details section



Common Issues and Solutions

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


Problem: User can't see the dashboard after login

Solution: Verify the user type matches their needs. Employees should be System Users with the "Desk Access" option enabled in their role.


Problem: External user has too much access

Solution: Convert them to a Website User and review their role permissions.


Problem: Self-registration creating System Users

Solution: Ensure your registration forms are configured to create Website Users, not System Users.



Best Practices

Here’s a quick look at some of the best practices for User Account Management.


✔ Always double-check user types when creating new accounts

✔ Regularly audit user types to ensure proper access levels

✔ Use roles effectively - even within the same user type, different roles can have different permissions

✔ Document your user type standards for your organization to maintain consistency



    • Related Articles

    • Understanding User Roles and Permissions

      Overview User roles and permissions are key to keeping your application secure and running smoothly. They control who can access what, based on each user’s responsibilities. This article explains the basics to help you set up and manage roles in ...

    • Understanding Field Types

      Overview Fields in iVendNext shape how data is entered, shown, and used across forms and documents. Choosing the right type—whether for sales, inventory, or customer records—boosts accuracy and efficiency. This guide covers field types, their uses, ...

    • Understanding User Roles

      Overview User Roles in iVendNext control what each user can access and do. They help ensure employees only see features and documents relevant to their job. This article covers user types, role importance, and how to assign roles. Types of Users in ...

    • Understanding iVendNext Gift Card Types: A Strategic Guide

      Overview iVendNext gift cards are either System Defined or User Defined, each suited to different retail needs. This guide helps you choose and apply the best option for your retail. Core Gift Card Types 1. System Defined Gift Cards Key ...

    • Implementing Limited User Access for Specific Needs

      Overview Not every user needs full access. Assigning permissions based on roles improves security and keeps the data secure. This article walks you through setting up limited access tailored to each user's needs. 1. Understanding the Need for Limited ...