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:
|
Staff setup |
Prevents users from being able to:
|
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:
|
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:
|
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:
|
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:
|
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:
|
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:
|
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:
|
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. |