User Permissions

Permissions are used to restrict the access of individual users. This might be necessary to prevent them performing certain actions or from viewing certain sensitive data. For each module of Brightpearl permissions allow you to restrict:

  • The ability to change settings
  • View information
  • Add/edit records
  • Delete records
  • Export data
  • View financial details
  • Access back-office or EPOS

Some options are connected and will automatically be switched off when another is selected, for example, if you restrict a user from viewing sales, they will also be restricted from adding, editing, deleting and exporting. Restricting viewing ability for a user will completely remove the module tab from Brightpearl.

Permissions can also be copied from user to user to quickly give the same access; saving you loads of time when people are in the same job role.

Back-office Access

Access to the back-office is automatically given but is really easy to control.

  1. Go to  Settings > Staff/Users > List staff ; if you've just added a user you'll be taken straight to this screen.
  2. Locate the user and in the BackOffice column click the icon (tick or cross) to switch access on (tick) or off (cross).

API Access

API access is automatically given but is really easy to control. Switching on API access means that external users and systems can access and upload data to your Brightpearl account. Typically your staff members will not need this activated. You would normally have a separate staff member record specifically for the purpose of API so you can restrict and track where the access to your account is coming from. An example might be a third party website (not using Brightpearl) that sells your products; by connecting via API any orders can be uploaded to your Brightpearl account, but you want to ensure the connection is secure and that you can see where the orders have come from. By creating a "staff member" you can give the third party password access as well as see the "staff name" against any orders uploaded.

Follow these steps to switch API access on or off per staff member:

  1. Go to  Settings > Staff/Users > List staff ; if you've just added a user you'll be taken straight to this screen.
  2. Locate the user and in the API column click the icon (tick or cross) to switch access on (tick) or off (cross).

Note:  API access can also be restricted by amending the Settings > API access user permission.

Editing Permissions

For users with back-office access you can control which modules they have access to using the permissions.

  1. Go to  Settings > Staff/Users > List staff .
  2. Click the  Permissions  link for the relevant staff member.
  3. Each area of Brightpearl is listed across the top of the screen and the access options listed out below. Click on the boxes to switch access on or off. Green ticks mean they will have access/ability and red crosses mean they are restricted.
  4. Click  Save .

The user will now be restricted to the given access.  Remember to restrict access to Settings > Staff setup or they'll be able to change their own access!

permissions

Copying Permissions

To give the same access as an existing user to a new user you can copy their permissions.

  1. Go to  Settings > Staff/Users > List staff .
  2. Click the  Permissions  link for the new staff member you want to set permissions for.
  3. Scroll down to below the permissions boxes.
  4. Use the drop-down menu to select the existing staff member whos permissions you want to copy.
  5. Click the  Copy  button. The permissions will be applied.

Permissions Overview

This is a brief overview to outline the main actions and menus that can be affected by each permission:

Settings  
Settings

Affects users' abilities to view and edit settings for the following menus:

  • Company  - including channel branding, company accounting information, Brightpearl account settings
  • Brightpearl Apps  - installed app settings will not be able to be viewed or edited
  • Data/Import  - removes the ability to import products, contacts and orders
  • Tasks/Activities  - removes the ability to edit activity defaults and statuses
  • Staff/Users  - removes the ability to edit staff member records (including their own) and permissions
  • Shipping  - removes the ability to edit shipping methods, prices and zones
  • Localization  - removes the ability to edit tax codes, components and zones; and add, edit or delete countries
  • Other  - removes the ability to edit barcode label settings, setup new payment methods and change security options for your Brightpearl account
Staff setup

Prevents users from being able to:

  • Edit staff permissions (including their own)
  • Edit or add teams
  • Change user passwords
  • View staff member records
  • Invite Accountants
  • Add new staff members
  • Change or view EPOS pins
  • Enable API access
  • Delete staff members
  • Enable backoffice access for staff members
System templates

Hides the  Settings > Templates > Document templates  menu from view. Users without this permission cannot view or edit quote templates, invoice templates, PO templates or packing note templates (among others you have listed here).

Other templates

Hides the  Settings > Templates > SMS templates  and  Settings > Templates > Quicknote templates  menus from view. Users without this permission cannot view or edit SMS templates or quicknote templates.

API access

Switching off API access means that external users and systems cannot access and upload data to your Brightpearl account. Typically your staff members will not need this activated. You would normally have a separate staff member record specifically for the purpose of API so you can restrict and track where the access to your account is coming from. Switching off API access means that external users and systems cannot access and upload data to your Brightpearl account. Typically your staff members will not need this activated. You would normally have a separate staff member record specifically for the purpose of API so you can restrict and track where the access to your account is coming from.

Marketing  
Settings Hides the lead sources and smartforms menus from the main Marketing menu. Users without this permission cannot add or delete lead sources; or add, edit and delete smartforms. The  Settings > Marketing  menu will also be hidden from view.
Campaigns Removes the ability to write and send marketing campaigns to your contacts; as well as hiding previously sent campaigns from view.
Coupons Removes the ability to view, add or edit discount coupons.
Customers  
Settings

The  Settings > Contacts  menu will be hidden from view; preventing users from being able to:

  • Edit contact defaults
  • Add, edit or delete contact tags
  • Add, edit or delete contact statuses
  • Change the contact search options for your Brightpearl account
View Automatically switches off the ability to add/edit, delete or export customers. The Customers module will be completely hidden from view.
Add/edit Prevents users from being able to add or edit customer records.
Delete Prevents users from being able to delete customer records.
Financials

This permission prevents users from being able to:

  • View the Aged Debtors report
  • View the list of customer invoices (this does not affect the ability to view Sales Orders)
  • Take payments from customers using the Payment Allocation screen
  • Enter Quick Invoices or Quick Credits
  • View customer Financial History records
Export Prevents users from being able to export customer records to Excel or PDF.
Helpdesk  
Settings The  Settings > Helpdesk  menu will be hidden from view, preventing users from editing your helpdesk settings, or editing ticket statuses or categories.
View Automatically switches off the ability to add/edit, delete or export tickets. The Helpdesk module will be completely hidden from view.
Add/edit Prevents users from being able to add or edit tickets.
Export Prevents users from being able to export tickets to Excel or PDF.
Sales  
Settings

The  Settings > Sales  menu will be hidden from view, preventing users from:

  • Editing sales settings (including automatic invoice settings, discount settings, bundle settings)
  • Adding, editing or deleting sales statuses
  • Editing your sales workflow
View Automatically switches off the ability to add/edit, delete or export sales orders. The Sales module will be completely hidden from view.
Add/edit Prevents users from being able to add or edit sales orders.
Delete Prevents users from being able to delete sales orders.
Export Prevents users from being able to export sales orders to Excel or PDF.
Profit-at-a-glance The profit-at-a-glance section within the Sales list will be hidden from view. Users will still be able to see the "Cost" tab on sales orders reflecting the margins and costs for that specific order.
Suppliers  
Settings Please use the  Customers > Settings  option to control contact default permissions.
View Automatically switches off the ability to add/edit, delete or export suppliers. The Suppliers module will be completely hidden from view.
Add/edit Prevents users from being able to add or edit supplier records.
Delete Prevents users from being able to delete supplier records.
Financials

Turning off this permission prevents users from being able to:

  • View the Aged Creditors report
  • View the list of supplier invoices + bills (this does not affect the ability to view purchase orders)
  • Enter supplier bills
  • Enter supplier quick credits
  • Make payments to suppliers using the Payment Allocation screen
  • View supplier Financial History records
Export Prevents users from being able to export suppliers to Excel or PDF.
Purchases  
Settings

The  Settings > Purchases  menu will be hidden from view, preventing users from being able to:

  • Edit purchases settings (including purchase order workflows, and changing how purchase orders appear)
  • Add, edit or delete purchase statuses
  • Add, edit or delete purchase credit statuses
View Automatically switches off the ability to add/edit, delete or export purchase orders. The Purchases module will be completely hidden from view.
Add/edit Prevents users from being able to add or edit purchase orders.
Delete Prevents users from being able to delete purchase orders.
Export Prevents users from being able to export purchase orders to Excel or PDF.
Accounts  
Settings Prevents users from being able to view, add, edit or delete Accounting periods; view or edit the Chart of Accounts or use the Accounting Data check.
Bookkeeping Prevents users from being able to make bank payments, enter bank receipts, enter journals or repeat transactions, view or reconcile bank accounts or view and approve expense claims.
Management reports Prevents users from being able to view reports such as Profit & Loss, Balance Sheet and Trial Balance.
Corrections Prevents users from being able to open or edit financial journals, and from seeing the corrections report via  Reports > Corrections .
Export Prevents users from being able to export any reports within the Accounting main menu (such as expenses, bank accounts or supplier payments); any reports within the  Reports > Accounts  menu (such as General Ledger, Profit & Loss, Balance Sheet, Trial Balance) and Aged Debtors or Aged Creditors reports.
Landed Costs Enable this for any staff members that will be required to allocate Landed Costs against Purchase or report on Landed Costs.
Products  
Settings

The  Settings > Products/Inventory  menu will be hidden from view, preventing users from being able to:

  • Edit inventory settings (including item location management settings, setting seasons, product default price lists)
  • Add, edit or delete product categories
  • Add, edit or delete product types
  • Add, edit or delete product brands
  • Add, edit or delete product options and option values
  • Add, edit or delete warehouses and locations
  • Add, edit or delete seasons
View Automatically switches off the ability to add/edit, delete or export products. The Products module will be completely hidden from view.
Add/edit Prevents users from being able to add or edit products.
Delete Prevents users from being able to delete products.
Inventory

Hides the Inventory section within the main Products menu, preventing users from being able to:

  • View the inventory detail, inventory summary or inventory audit trail reports
  • Add or remove inventory (either manually or via CSV)
Export Prevents users from being able to export products to Excel or PDF.
Projects  
Settings The  Settings > Projects  menu will be hidden from view, preventing users from being able to add or edit project statuses; or change the name of your Projects module.
View Automatically switches off the ability to add/edit projects. The Projects module will be completely hidden from view.
Add/edit Prevents users from being able to add or edit projects.
 
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