Creating, editing and deleting users

There are no limits on how many user logins can be created in a Brightpearl account, nor on how many users can be logged in at once.

Adding users / staff members

When a new user is added to the system they will receive an email with instructions for logging in and a temporary password.

When they first log in they will be asked to create a new password.

How to add a new user to Brightpearl

  1. Go to Settings > Staff / users > List staff.
  2. Click Add a new staff member. A modal window will open.
  3. Make the following entries:

    Company name: (Optional) Enter the name of the company at which this user is employed at.
    Note that if the company name entered matches the name of an existing customer or vendor's, the staff member will be associated with that company which may cause unexpected behavior.

    First and last name: Enter the staff member's first and last name.

    Telephone and mobile/cell: (Optional) Enter their contact telephone numbers.

    Max % discount: (POS iOS) Specify the maximum discount that the user can apply to the POS basket once the line and basket discount have been applied.

    Job title and role: Enter their job title and select their role.

  4. Check the box to give the user access to the Brightpearl back office, then fill in the following fields:

    Email address: Enter the user's email address. A email will be sent to this address with a temporary password and instructions on how to log in.

    Email SMTP: If it's been set up, select the SMTP account to use when this user sends emails from Brightpearl. Learn more about SMTP accounts here.

    Expense account: If this user will be raising expense claims through Brightpearl, select which liability code the claims should be posted to. Learn more about employee expense claims

  5. If POS iOS is installed, check the box to give the user access to Brightpearl POS, then fill in the following fields:

    POS store(s): Select which POS stores the user can log in to.

    POS pin: Give the user a 6 digit PIN used for logging into POS.

    Role: Specify whether this user is a cashier or manager. Their role controls the functions they can perform in POS. Learn more about POS users.

  6. If the WMS app is installed, check the "Warewolf" box to give them access to WMS, then fill in the following fields:

    Warewolf warehouses: Select which warehouses the user can view in WMS.

    Warewolf PIN: The PIN is no longer required to log in to WMS.

    Role: Specify whether this user is an associate, team lead or manager. Their role controls the functions they can perform in WMS. Learn more about WMS roles here.

  7. (Optional) Give the staff member an email signature. This will be added to the bottom of any emails they send from Brightpearl.

  8. Save. If this is a new user, they will automatically be emailed their login details. They will need to be assigned permissions before they are able to access anything in Brightpearl. Read more about permissions
  9. Upon first logging into Brightpearl, the new user will be asked to confirm they agree to the Brightpearl User Licence Agreement before proceeding into the app.


Deleting users

If a staff member leaves, you will want to restrict their access to the system.

You can do this by unticking the "Back office", "POS" and "Warewolf" boxes, or you can delete their user account.

Deleting a user account converts the contact record into a "Customer" record, and reassigns any of their customers, vendors and orders to another nominated staff member.

How to delete a user from Brightpearl

  1. Go to Settings > Staff/users > List staff
  2. Click the rubbish bin icon in the "Actions" column.
  3. On the popup, choose the staff member to reassign the user's assignments to
  4. Click "Save"
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