Changing what a user can see and do
Two doors, one screen
From Sysadmin. Open Sysadmin → Users, click the username, press Edit, and open the Permissions tab. You can open this for any user in the group, whichever organisation they work in. You need to be able to see the Sysadmin menu to get here.
From HR. Open your organisation, go to HR → Employees, click the person, press Edit and scroll to Job Positions (permissions). This is the same control, limited to the organisation you are in.
Either way, what you see is a list of departments with a grade to pick in each, and a save icon. Nothing changes until you press save.
Reading the permissions screen
The screen has two parts.
Group permissions sit at the top. These apply everywhere, in every organisation:
- Group admin — sees and can do everything, in every organisation. Choosing it greys out every other option, because there is nothing left to grant.
- Group sysadmin — user accounts, the Sysadmin menu, system settings.
- Group webmaster — websites and web content across the group.
- Supply Chain, Goods, Masters — the shared catalogue and purchasing that sit above individual organisations. Masters has four grades: Manager, Clerk, Media and Viewer.
Organisations are listed underneath with a count of positions the person holds in each. Click an organisation name to expand it and you get its departments, one row per department:
| Department | Grades on offer |
|---|---|
| Org admin | Organisation Administrator — everything in this organisation |
| Human Resources | Supervisor, Worker |
| Accounting | Supervisor, Worker |
| Shop admin | Shop Administrator — everything in the chosen shops |
| Shopkeeping | Supervisor, Worker |
| Marketing | Supervisor, Worker |
| PPC | PPC |
| Customer Service | Supervisor, Worker, Viewer |
| Buyer | Buyer |
| Warehouse | Supervisor, Stock Controller |
| Goods out | Supervisor, Picker, Replenisher, Packer |
| Production | Supervisor, Worker |
| Fulfilment | Supervisor, Warehouse Clerk, Office Clerk |
Departments that belong to a shop, warehouse or fulfilment (Shopkeeping, Marketing, Customer Service, Warehouse, Goods out, Fulfilment...) ask you which shops or warehouses the position covers. Press Show details on the row to tick them (the button only appears when the organisation has more than one to choose from). A person can be Customer Service worker in one shop and nothing in another.
Supervisor versus Worker. A worker can see and edit the day-to-day records of the department. A supervisor has the same plus the department's management screens and settings. Pick one or the other; picking a supervisor grade replaces the worker grade in that department.
Organisation Administrator ticks every department in that organisation at once, so if you choose it, the other rows in that organisation stop mattering.
Making a change
- Open the user's permissions by either door above.
- Expand the organisation.
- Click the grade you want in the department row. Clicking a grade that is already selected removes it, so a department with nothing selected means no access to it.
- For shop- or warehouse-scoped departments, press Show details and tick the shops or warehouses.
- Press the save icon for that organisation. Group permissions have their own save icon at the top.
The person does not have to log out. Their menus are rebuilt the next time they load a page.
Access that comes bundled with another department
Some positions include read-only sight of a neighbouring department, because the work needs it. The one people ask about most: Accounting worker and Accounting supervisor can see Human Resources, read-only. That is why the HR menu appears for finance staff who were never given an HR position. It is part of the Accounting position itself and cannot be switched off per person. Removing it means changing what the Accounting position contains, for everyone, which is a change to aiku rather than a setting.
Read-only Human Resources access on its own is not a position you can pick from the screen. If someone should only view HR, the choice today is Accounting worker or nothing.
Checking who has access to something
To find out who can see a department across an organisation, the quickest route is HR → Employees, where each employee's positions are listed, and Sysadmin → Users for accounts that are not employees of your organisation. Remember that anyone with Group admin or Organisation Administrator has access without a department position showing.