User logins, passwords and permissions

There are no limits on how many user logins can be created in a Brightpearl account, but the number of people who can sign in at the same time is controlled by the number of licences.

Adding users / staff members

When a new user is added 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.
  3. Make the following entries:

    Company name: (Optional) Enter the company which this user is employed at.

    First and last name: Enter their 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 back office Brightpearl, then make the following entries:

    Email address: Enter the users email address. A login email will be sent to this address with their temporary password.

    Email SMTP: If set up, select the SMTP account to use when this user sends emails from Brightpearl. Learn more about SMTP

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

  5. If POS iOS is installed, check the box to give the user access to Brightpearl POS, then make the following entries:

    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. This controls the functions they can perform in POS. Learn more about POS users

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

    new-user.png

  7. Save. If this is a new user, they will automatically be emailed their login details.

Passwords

New users will be provided with a temporary password when they are added to the account. They will be asked to change this password when they first log in.

Passwords must meet the following criteria:

  • At least 8 characters
  • At least 1 capital letter
  • At least 1 lower case letter
  • At least 1 number

Forgotten password

If a user forgets their password they must use the Forgotten password lin kon the login screen. This will ensure they are provided with a new temporary login and asked to create a new password.

It is not possible to manually set passwords for users.

Forgotten login email address

If a user has forgotten the email address they use to log in then they should contact their system administrator who can check their staff record in Brightpearl.

Changing your password

A user can change their own password at any time by logging in, going to their username at the top of the screen and selecting My Password.

Password security

Passwords must meet the following criteria:

  • At least 8 characters
  • At least 1 capital letter
  • At least 1 lower case letter
  • At least 1 number

Password expiry interval

It is advisable to require users to change their passwords with some frequency, for example, every 30 days. This frequency is defined at Settings > Other > Security.

For added security it is possible to restrict access to Brightpearl to specify IP addresses.

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User permissions

When a new staff member is added they will automatically be given full user permissions. These should be edited immediately after adding the user to ensure they cannot access areas of Brightpearl that they are not allowed to.

Permissions provide control over each Brightpearl module in the following areas:

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

Permissions can be copied between users to save time when adding someone of the same role.

How to change user 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. Hover over a box to learn more about the permission. Click on the boxes to switch access on or off.
  4. Click Save .

permissions

How to copy permissions across users

  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.

Understanding permissions

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

API access is no longer managed in this way. API access must use tokens. Learn more about API access

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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