> ## Documentation Index
> Fetch the complete documentation index at: https://docs.erp.arukz.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Users, roles and record visibility

> Add or invite staff, give each a role, and choose whether they see all records, their team's or only their own. Seats are limited by your plan.

A company admin adds staff under **Settings → Users** and decides what each person can do with two settings: a **role**, which says which screens and actions they may use, and a **record visibility**, which says whose records they see inside those screens. Every user only ever sees your company's records. The number of active users is limited by your [plan](https://docs.erp.arukz.com/billing/plans.md).

## Add a user

**1. Open Settings → Users**

Only an admin, or someone whose role allows managing users, sees this screen.

**2. Create the user, or invite them**

**New user** creates the account with a password you set. **Invite user** emails a link instead; the person sets their own password and joins your company. An invitation link expires after 7 days.

**3. Give them a role**

Pick one or more roles, for example **Accountant** or **Quality Inspector**.

**4. Choose record visibility**

**Global** shows every record in the company, **Group** shows records owned by their team, and **Individual** shows only their own, such as a salesperson's own quotations.

**5. Save**

The user can sign in at your [company address](https://docs.erp.arukz.com/admin/company-address.md) straight away.

> [!NOTE]
>
> When the company reaches its plan's user limit, ARUKZ ERP refuses to create another user. Deactivate someone who has left, or move to a bigger plan in **Settings → Subscription**.

## Roles

A role is a named set of permissions, one set per screen: view the list, view one record, create, edit and delete. There are two kinds.

| Kind | Who can use it | Who can change it |
| - | - | - |
| **Shared roles**: Admin, Sales Staff, Purchase Officer, Stores & Production, Quality Inspector, Accountant, HR & Payroll | Every company | Only ARUKZ staff |
| **Company roles**: any role your admin creates | Only your company | Your company admin |

To make your own, open **Settings → Roles → New role**, name it, tick the screens and actions it needs and save. Two companies can each have a role with the same name without seeing each other's.

> [accordion] Example: a QC Inspector who sees only Line 2
>
> 1. **Settings → Roles → New role**, name it `QC Inspector`.
> 2. Tick Quality inspections (view, create, edit), Inventory products and lots (view) and Sales orders (view). Leave Accounting and Payroll unticked.
> 3. **Settings → Users →** Ravi: role `QC Inspector`, record visibility **Group**, team `Line 2 QC`.
> 4. Ravi now sees the Quality menu but not Payroll, only your company's records, and only what his team owns.

## Deactivate, do not delete

When someone leaves, switch their user to inactive. They can no longer sign in, every API token they held stops working, and the records they made keep their name. Changing a user's password also ends all their API tokens.

## Two-factor sign-in

Each person can turn on two-factor sign-in with an authenticator app from their own profile, and keep recovery codes in case they lose the phone. An account with two-factor sign-in cannot get an API token by password, because the API login has no second step.

## What a company admin cannot do

* Give anyone, including themselves, the ARUKZ platform role. The check is on the server, not only hidden in the form.
* See or edit users of another company.
* Change the shared roles, install plugins or add custom database fields. Ask ARUKZ support.

> [card] [Security and data](https://docs.erp.arukz.com/security.md)
>
> How one company is kept apart from another.

> [card] [Audit trail](https://docs.erp.arukz.com/admin/audit-and-edit-log.md)
>
> Who changed what in the books.


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