Users and permissions

An ERP touches pricing, margins, banking details and staff records. Who can see what is therefore a real design question, not an afterthought — and the answer needs to be finer than “admin or not”.

Users

Each person gets their own login under Team → Users. Individual logins are not bureaucracy: they are what makes the audit trail mean anything. A shared “office” account tells you an order was changed, but not by whom.

Roles

A role is a named bundle of permissions — sales, warehouse, buyer, bookkeeper, whatever matches how your business is actually organised. Assign the role to the person and they inherit its permissions. When a responsibility moves between people, you move the role rather than reconstructing a permission set from memory.

Permissions

Permissions are granular, covering each area of the system and separating the ability to view something from the ability to change it. In practice that means you can:

• give the warehouse the pick-and-pack screens without exposing prices or margins;
• let a salesperson write quotes but not approve the resulting orders;
• keep banking and tax details visible only to the people who genuinely need them — those fields are encrypted at rest and read-gated separately; and
• allow someone to view financial reports without the ability to post journals.

Per-user grants

Sometimes one person needs one extra permission and creating a whole role for it is overkill. Individual permissions can be granted directly to a user on top of their role.

One thing to know: permissions are resolved when a user signs in. If you grant a permission while someone is logged in, they need to sign out and back in before it takes effect. If a change does not seem to have applied, that is almost always why.

Separation of duties

Where approvals are enabled, the approver role is distinct from the role that creates the document — so the person raising an order is not the person clearing it. Combined with per-user permissions, this is what lets a small team keep meaningful controls without hiring a compliance function. See Quotes and sales orders for how order approval is configured.

Audit trail

Changes to significant records are written to an audit log recording who made the change and when. Approvals and rejections are logged with the person and timestamp. Stock adjustments carry a reason. None of this is optional or a paid add-on — an ERP whose history can be edited invisibly is not much use when a figure is questioned.

Sessions and sign-in

Sessions expire, and closing the browser ends the session rather than silently restoring it later. Where your organisation uses single sign-on, users can be authenticated through your identity provider instead of a separate password.

For how we handle personal information across the platform, see our Privacy Policy, or write to privacy@manufacturedon.com.