The easiest way to add people to a new system is to give everyone the same access as the owner. It saves an afternoon, and it costs you later: a cashier who can see salaries, a branch manager who edits another branch's invoices, and nobody quite sure who changed what.
A better approach takes about an hour of planning. Decide what each kind of job needs to see and do, decide where each person works, and only then send the invitations.
Plan the roles before the people
Start with jobs, not names. In Nizam, every colleague gets a role in each product they use, so access follows the job. The standard roles cover most businesses:
- Admin: everything except billing changes.
- Manager: runs the day to day, people, stock and sales.
- Accountant: invoices, bills, customers, suppliers and reports.
- Staff: raises sales and adds customers.
Where a standard role is close but not quite right, tick exactly what that person may do. Somebody who raises invoices need not see the tax return, and somebody who runs the front desk need not see payroll.
Limit people to their branches
Most people work in one or two locations. Limiting them to those branches is not about trust; it keeps their screens relevant and their mistakes contained. A colleague limited to a branch sees only that branch's invoices, quotes, VAT, dashboard and reports. Leave the branch list empty only for people who genuinely work across the business, such as a finance manager or an operations director.
Sending the invitations
- Open Users & Access and choose Invite someone.
- Enter their email address. They will receive a link to set their own password.
- Choose their role, and adjust the ticks if the role needs fine-tuning.
- Under branches, tick the ones they work in, or leave it empty for access across every branch.
- If an invitation goes unanswered, use Send again. The old link stops working, so only the latest one is valid. Use Withdraw if you invited the wrong address.
Review access as people move
Access should change when jobs change. When someone moves branch, update their branches the same day. When someone is promoted, change their role rather than adding a second one. When someone leaves, remove them from the team at once; their past work stays on record, but their access ends.
A few permissions are worth keeping close. Only the owner can change the chart of accounts in the Accounts app, and only the owner's account can change billing. Your accountant can read the books through a role without being able to rearrange them.
Every change is on record, so you can always see who did what. Combine that with roles that match jobs and branches that match locations, and your team gets exactly the access it needs, from the first day onwards.