Creating & Managing Users

Managing Users in Quickenerp

Go to Settings > Users > Users to manage all user accounts. Only administrators and users with "User Management" rights can access this menu.

Creating a New User – Complete Walkthrough

1. Click Create (or use Ctrl+Alt+C).
2. Name – Enter the user's full name (first and last). This appears throughout the system as their display name.
3. Email Address – Enter a valid email. This is the login username and where notification emails are sent. An invitation email with a password reset link is sent automatically on save.
4. Access Groups (Roles) – Click "Add a line" in the Access Groups tab. Select one or more groups:
• Administrator – Full access to all features. Can install apps, manage users, modify system configuration, and access technical settings. Use sparingly – only for IT/super-admin users.
• Manager – Can configure settings within assigned modules and access all data in those modules. Cannot manage users or install apps.
• User – Can create, edit, and view records in assigned modules. Cannot change configuration settings.
• Portal – Limited external access. Customers/vendors who log into the portal to view documents, pay invoices, etc. Portal users cannot access the backend interface.
5. Language – Select the user's preferred interface language. Overrides the company default.
6. Timezone – Set their timezone. All dates and times display in this timezone. Very important for teams in different regions.
7. Click Save – an email invitation is sent. The user sets their own password via the secure link.

User Access Groups (Roles) – Detailed

Quickenerp uses a role-based access control (RBAC) system. Groups determine what a user can see and do. Groups are additive – users get the union of all their groups' permissions.

Common Group Structures per Module

User Preferences

Each user can access their own preferences from the avatar menu (top-right) – My Profile or Preferences:

• Language – Interface language (overrides company default).
• Timezone – All dates/times shown in this timezone.
• Notification Preferences:
• Handle by Email – Receive email notifications for each activity.
• Handle in Quickenerp – See notifications only inside the app.
• Handle by Email and in Quickenerp – Both.
• Daily Digest – Receive a summary email at end of day with unread messages, pending activities, and scheduled meetings.
• Favourite Menu Items – Pin favourite items for quick access.
• Signature – Email signature appended to all outgoing emails sent through Quickenerp.
• Appearance – Toggle between light and dark mode (v18 feature).

Security Best Practices

• Two-Factor Authentication (2FA) – Enable in Settings > Users > Users – user form – 2FA tab. Users scan a QR code with Google Authenticator or Authy.
• Session Management – View and revoke active sessions for any user from their user form. Useful if a device is lost or stolen.
• Password Policy – Configure password complexity requirements in Settings > General Settings > Security. Set minimum length, require special characters, set expiry period.
• Archive vs Delete – When an employee leaves, archive their user account (not delete). Archiving preserves their historical records (created by, assigned to) while preventing login.