User permissions

When a new staff member is added to the system 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:

  • Changing settings
  • Viewing information
  • Adding/editing records
  • Deleting records
  • Exporting data
  • Viewing financial information

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

Changing user permissions

  1. Go to Settings > Staff/Users > List staff.
  2. Click the Permissions link for the relevant staff member in the "Actions" column.

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  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.

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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 whose permissions you want to copy.
  5. Click the Copy button. The permissions will be applied.
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Understanding permissions

Settings
Settings Affects users' abilities to view and edit settings for the following sections:
  • Company - including channel branding, company accounting information, Brightpearl account settings
  • Brightpearl Apps - adds or removes the ability to view or edit installed app settings
  • Data/Import - adds or removes the ability to import products, contacts and orders
  • Tasks/Activities - adds or removes the ability to edit activity defaults and statuses
  • Staff/Users - adds or removes the ability to edit staff member records (including their own) and permissions
  • Shipping - adds or removes the ability to edit shipping methods, prices and zones
  • Localization - adds or removes the ability to add, edit or delete countries
  • Other - adds or removes the ability to edit barcode label settings, set up new payment methods and change security options for your Brightpearl account
Staff setup

Allows or 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 back office access for staff members

Note: Both Settings > Settings and Settings > Staff setup must be enabled to grant access to this page.

System templates

Shows or 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).

Other templates

Shows or 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.
Marketing
Settings

Hides the Settings > Marketing menu from view.

Users without this permission cannot add, edit or delete lead sources or smartforms.

Campaigns Adds or removes the ability to write and send marketing campaigns to your contacts, as well as hiding previously sent campaigns from view.
Coupons Adds or removes the ability to view, add or edit discount coupons.
Customers
Settings If disabled, 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

Shows or hides the Customers module in the menu bar.

If disabled, the Add/edit, Delete and Export permissions are also automatically disabled.

Add/edit Allows or prevents users from being able to add or edit customer records.
Delete Allows or prevents users from being able to delete customer records.
Financials This permission allows or prevents users from being able to:
  • View the Accounts Receivable (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 Allows or prevents users from being able to export customer records to Excel or PDF.
Helpdesk
Settings

If disabled, the Settings > Helpdesk menu will be hidden from view, preventing users from:

  • Editing your helpdesk settings
  • Dditing ticket statuses or categories
View

Shows or hides the Helpdesk module from the menu.

If disabled, the Add/edit and Export permissions are also automatically disabled.

Add/edit Allows or prevents users from being able to add or edit tickets.
Export Allows or prevents users from being able to export tickets to Excel or PDF.
Sales
Settings If disabled, 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

Shows or hides the Sales module from the menu.

If disabled, the Add/edit, Delete and Export permissions are also automatically disabled.

Add/edit Allows or prevents users from being able to add or edit sales orders.
Edit order row values

Allows or prevents users from being to edit the:

  • account code
  • tax code
  • price
  • discount
  • tax amount

on an order row.

Goods-in and out

Allows or prevents users from:

  • fulfilling sales orders to create new goods out notes
  • receiving inventory in on sales returns
Invoice

Allows or prevents users from invoicing and un-invoicing sales orders and returns, as well as entering quick invoices and credits for customers.

Note: Un-invoicing also requires the accounts corrections permission.

Delete Allows or prevents users from being able to delete sales orders.
Export Allows or prevents users from being able to export sales orders to Excel or PDF.
Profit-at-a-glance

Shows or hides the profit-at-a-glance section within the Sales list.

Users will still be able to see the "Cost" tab on sales orders reflecting the margins and costs for a specific order.

Vendors (suppliers)
Settings Use the Customers > Settings option to control contact default permissions.
View

Shows or hides the Vendors (suppliers) module from the menu.

If disabled, the Add/edit, Delete and Export permissions are also automatically disabled.

Add/edit Allows or prevents users from being able to add or edit vendor records.
Delete Allows or prevents users from being able to delete vendor records.
Financials Disabling this permission prevents users from being able to:
  • View the Accounts Payable (Aged Creditors) report
  • View the list of vendor invoices and bills (this does not affect the ability to view purchase orders)
  • Enter vendor bills
  • Enter vendor quick credits
  • Make payments to vendors using the Payment Allocation screen
  • View vendor Financial History records
Export Allows or prevents users from being able to export suppliers to Excel or PDF.
Purchases
Settings Disabling this setting hides the Settings > Purchases section 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

Shows or hides the Purchases module from the menu.

If disabled, the Add/edit, Delete and Export permissions are also automatically disabled.

Add/edit Allows or prevents users from being able to add or edit purchase orders.
Edit order row values

Allows or prevents users from being able to edit the:

  • account code
  • tax code
  • price
  • discount
  • tax amount

on an order row.

Goods-in Allows or prevents users from receiving inventory on purchase orders.
Invoice Allows or prevents users from receiving invoices for purchase orders and credits, as well as entering quick bills and credits for vendors.
Delete Allows or prevents users from being able to delete purchase orders.
Export Allows or prevents users from being able to export purchase orders to Excel or PDF.
Accounts
Settings

Allows or prevents users from being able to:

  • View, add, edit or delete Accounting periods
  • View or edit the Chart of Accounts
  • Use the Accounting Data check
  • Add, edit or delete tax codes, components, zones, regimes
  • Amend tax settings
Bookkeeping

Allows or prevents users from being able to:

  • Make bank payments
  • Enter bank receipts
  • Enter journals
  • View or reconcile bank accounts
  • View and approve expense claims
Management reports

Allows or prevents users from being able to view reports such as the:

  • Income Statement (Profit and Loss)
  • Balance Sheet
  • Trial Balance
Corrections

Allows or prevents users from being able to open or edit financial journals, and from seeing the corrections report via Reports > Corrections.

This permission also controls whether a user can un-invoice.

Export

Allows or prevents users from being able to export:

  • Any reports within the Accounting main menu (such as expenses, bank accounts or vendor payments)
  • Any reports within the Reports > Accounts menu (such as the general ledger, Income Statement, Balance Sheet, Trial Balance)
  • Accounts receivable (aged debtors)
  • Accounts payable (aged creditors)
Landed Costs Enable this for any staff members that will be required to allocate landed costs against purchases or report on Landed Costs.
Products
Settings Disabling this permission will hide the Settings > Products/Inventory menu 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

Shows or hides the Products module from the menu.

If disabled, the Add/edit, Delete and Export permissions are also automatically disabled.

Add/edit Allows or prevents users from being able to add or edit products.
Delete Allows or prevents users from being able to delete products.
Inventory Disabling this permission 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 an import)
Export Prevents users from being able to export products to Excel or PDF.
Projects
Settings Disabling this setting hides the Settings > Projects menu from view, preventing users from being able to add or edit project statuses or change the name of your Projects module.
View

Shows or hides the Projects module from the menu.

If disabled, the Add/edit permission is also automatically disabled.

Add/edit Prevents users from being able to add or edit projects.
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