User permissions – Brightpearl Help Center

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 back office or EPOS

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

How to change user permissions

Go to Settings > Staff/Users > List staff.
Click the Permissions link for the relevant staff member.
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.
Click Save.

How to copy permissions across users

Go to Settings > Staff/Users > List staff.
Click the Permissions link for the new staff member you want to set permissions for.
Scroll down to below the permissions boxes.
Use the dropdown menu to select the existing staff member whosw permissions you want to copy.
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 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.
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.
Edit order row values	Prevent users from being to edit account code, tax code, price, discount and tax amount on an order row.
Goods-in and out	Prevent users from fulfilling sales orders to create new goods-out notes, and from receiving inventory in on sales returns.
Invoice	Prevents users from invoicing and un-invoicing (un-invoice also requires accounts corrections permission) sales orders and returns, as well as entering quick invoices and credits for customers.
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 and 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.
Edit order row values	Prevent users from being to edit account code, tax code, price, discount and tax amount on an order row.
Goods-in	Prevent users from receiving inventory on purchase orders.
Invoice	Prevents users from receiving invoices for purchase orders and credits, as well as entering quick bills and credits for suppliers.
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, use the Accounting Data check and add, edit or delete tax codes, components, zones, regimes and amend tax settings.
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. This permission also controls whether a user can un-invoice.
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.