Adding users and choosing a role
The six roles, what each one can open by default, and how to invite someone to your business.
Everyone who uses PrintERP needs their own login. A role decides which sections they see, so a machine operator gets a short, focused sidebar instead of the whole system.
Adding someone
In Users, add a user with their name, email, a password and a role. Emails are unique within your business, and the account only ever has access to your business.
Note
The Free plan includes one user. Adding a colleague needs a paid plan — see Plans and limits. Existing users are never locked out by a downgrade; only new ones are blocked.
The six roles
| Role | Sees by default |
|---|---|
| Admin | Everything, including Users, Settings and billing |
| Production Manager | Dashboard, Customers, Production, Quotations, Products, Costing, Reports |
| Inventory Staff | Dashboard, Inventory, Machines, Paper, Ink, Purchasing, Suppliers |
| Sales Staff | Dashboard, Customers, Quotations |
| Machine Operator | Dashboard, Production, Machines |
| Finance | Dashboard, Costing, Reports, Expenses, Financial Report |
Every role includes the Dashboard — it is where people land after signing in. Pick the closest fit; the exact list can be tuned per person afterwards with access control.
Why not give everyone Admin
It is not mainly about trust. A narrower sidebar is a faster one — an operator who sees three sections finds the right screen immediately. Restricting Users and billing to Admins is a secondary benefit.
How access is enforced
In three places, so it cannot be bypassed: sections are hidden from the sidebar, typing the URL directly redirects to a page the user may open, and the underlying data requests are refused. Guessing a URL achieves nothing.
Changes take effect immediately
Roles and access are read fresh on every request rather than from the sign-in session, so a change applies on the user's next page load. Nobody has to sign out and back in.
When someone leaves
Mark the user inactive. They can no longer sign in, but everything they recorded keeps their name against it. Deleting a user would strip the history from your audit trail, which is exactly what you do not want when reviewing an old job.
Open Users
Related guides
Fine-tuning what a user can open
Override a role's default sections per user — including the trap that it replaces, not adds.
Plans and limits
What Free, Press and Production include, and what happens when you hit a cap or downgrade.
Business, branch and currency settings
Change your business name, manage branches, and set the currency used across the app.