Users

Users settings allow you to manage team members who have access to your Lekha system. You can add new users, assign roles, and control their access levels to ensure proper security and workflow management.

Accessing Users Settings

1. Navigate to Settings from the main menu
2. Click on Organization from the settings categories
3. Select Users from the organization settings options

Users Overview

The Users page displays all team members with access to your organization’s Lekha system, showing:

• First Name: User’s given name
• Last Name: User’s family name
• Email: Login email address
• Role: User’s permission level (Admin, Manager, Staff)

You can search for users by typing their first name in the search bar.

Managing Users

Adding New Users

1. Click the + New button at the top of the users list
2. Fill in the user information
3. Set up login credentials
4. Assign appropriate role and status
5. Save the new user

Editing Existing Users

1. Click the Edit button for the user you want to modify
2. Update user details as needed
3. Change role or status if required
4. Save your changes

Removing Users

1. Go to the edit page for the user you want to remove
2. Click the Delete button
3. Confirm the deletion

Important: You can only delete users who have not created any transactions in the system.

User Information Fields

Basic Information

First Name (Required)

• Enter the user’s first name
• Maximum 100 characters allowed
• Used for identification and communication

Last Name (Optional)

• Enter the user’s last name or family name
• Maximum 100 characters allowed
• Helps with complete identification

Email (Username) (Required)

• Enter the user’s email address
• Maximum 255 characters allowed
• Used as login username and for system notifications
• Must be a valid email format

Role (Required)

• Select the user’s permission level
• Determines what features and data they can access
• Choose from three available options

Account Security (New Users Only)

When creating a new user, you must set up their login credentials:

Password (Required for new users)

• Create a secure password for the user
• Maximum 100 characters allowed
• Should be strong and unique

Confirm Password (Required for new users)

• Re-enter the password to confirm accuracy
• Must match the password exactly
• Ensures password was entered correctly

Account Status

State (Required)

• Set the user’s account status
• Controls whether they can access the system
• Choose from four available options

User Roles and Permissions

Admin

• Full access to all system features
• Can manage organization settings
• Can add, edit, and delete other users
• Access to all financial and operational data
• Can perform administrative actions

Manager

• Access to most business operations
• Can view and manage sales, purchases, and inventory
• Can generate reports and analytics
• Limited access to sensitive settings
• Cannot manage other users (typically)

Staff

• Access to day-to-day operations
• Can create and manage transactions
• Limited access to sensitive data
• Cannot change system settings
• Focus on operational tasks

Account States

Active

• User can log in and use the system normally
• Full access based on their assigned role
• Default state for working team members

Inactive

• User account is temporarily disabled
• Cannot log in to the system
• Account can be easily reactivated when needed

Disabled

• User account is disabled by administrator
• Cannot access the system
• Used for temporary access suspension

Locked

• Account is locked due to security concerns
• User cannot log in until unlocked
• Usually set automatically by system security

Setting Up New Users

Step 1: Gather User Information

1. Collect the new team member’s details
2. Determine their appropriate role level
3. Decide on initial account status

Step 2: Create User Account

1. Click + New from the users list
2. Enter first name and email (required fields)
3. Add last name if available
4. Create a secure password for them

Step 3: Assign Permissions

1. Select appropriate role based on their responsibilities
2. Set account state to “Active” for immediate access
3. Review all information for accuracy

Step 4: Complete Setup

1. Save the user account
2. Provide login credentials to the new user
3. Orient them on system access and responsibilities

Managing Existing Users

Updating User Information

• Change names if they update legally or professionally
• Update email addresses when they change
• Modify roles when responsibilities change
• Adjust status based on employment status

Role Changes

• Promote users by upgrading their role
• Adjust permissions when job duties change
• Temporarily reduce access during transitions
• Remove access for departing team members

Account Status Management

• Deactivate accounts for temporary leave
• Lock accounts for security concerns
• Reactivate returning team members
• Disable accounts permanently when appropriate

Best Practices

User Security

• Use strong passwords for all accounts
• Assign minimum necessary permissions
• Regularly review user access levels
• Update account status when employment changes

Role Assignment

• Match roles to actual job responsibilities
• Avoid giving excessive permissions
• Consider workflow requirements
• Plan for coverage during absences

Account Maintenance

• Review user list regularly
• Remove accounts for departed employees
• Update information when details change
• Monitor account activity for security

Team Organization

• Use clear naming conventions
• Keep contact information current
• Document role responsibilities
• Train users on their access levels

Troubleshooting

Common Issues

Cannot Create New User

• Check that email address is not already in use
• Ensure all required fields are completed
• Verify password meets security requirements
• Confirm you have admin permissions

User Cannot Log In

• Check that account state is “Active”
• Verify email and password are correct
• Ensure account is not locked or disabled
• Reset password if necessary

Cannot Delete User

• Check if user has created transactions
• Remove user from any ongoing processes
• Consider deactivating instead of deleting
• Contact support if deletion is necessary

Permission Issues

• Verify user’s assigned role
• Check that role matches required permissions
• Update role if responsibilities have changed
• Review system access requirements

Security Considerations

Password Management

• Encourage strong, unique passwords
• Consider password change requirements
• Monitor for suspicious account activity
• Implement account lockout policies

Access Control

• Regularly audit user permissions
• Remove access promptly when no longer needed
• Monitor user activity for compliance
• Keep access documentation updated

Integration with System Features

User management integrates with:

• Transaction Tracking: All transactions are linked to the creating user
• Audit Trails: User actions are logged for security
• Email Notifications: Users receive relevant system emails
• Role-Based Access: Features are controlled by user roles
• Reporting: User activity can be included in reports

Proper user management ensures system security, maintains audit trails, and enables effective team collaboration while protecting sensitive business information.