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
- Go to Settings > Staff/Users > List staff.
- Click the Permissions link for the relevant staff member in the "Actions" column.
- 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 drop-down menu to select the existing staff member whose 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 sections:
|
Staff setup |
Allows or prevents users from being able to:
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:
|
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:
|
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:
|
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:
|
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:
on an order row. |
Goods-in and out |
Allows or prevents users from:
|
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:
|
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:
|
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:
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:
|
Bookkeeping |
Allows or prevents users from being able to:
|
Management reports |
Allows or prevents users from being able to view reports such as the:
|
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:
|
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:
|
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:
|
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. |