> For the complete documentation index, see [llms.txt](https://help.supplyd.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.supplyd.co/supplyd-erp/settings/users.md).
# Users
The **Users** section in Supply’d allows you to manage everyone who has access to your account. Here, you can add new users, assign roles and permissions, and control what each person can see or do within the system. This helps ensure your team has the right access to perform their tasks efficiently and securely.
This document will guide you through:
* [#adding-a-user](#adding-a-user "mention")
* [#user-groups](#user-groups "mention")
* [#editing-a-user](#editing-a-user "mention")
* [#removing-a-user](#removing-a-user "mention")
***
## Adding a User
{% stepper %}
{% step %}
#### Go to Users
To add or manage your users click on your name or company logo in the top right, then select **Users**.
{% hint style="success" %}
The **Users** page can also be accessed by going to **Settings**, scrolling down, and selecting **Users** from the menu.
{% endhint %}
The **Users** page will open listing all the **Users** that have access to your account.
{% hint style="success" %}
The **User Type** is shown as a colour-coded tag next to each user’s name, making it easy to quickly identify their role.
{% endhint %}
***
{% endstep %}
{% step %}
#### Click Add+
To add a new user, click on **Add+** in the top right.
The **Add User** form will open.
{% hint style="success" %}
To open or close the sections on this form click the little arrows to the right of the titles (as circled in red above).
{% endhint %}
\
Complete the sections as per the guidelines below:
***
{% endstep %}
{% step %}
### User Details
**First Name\* \[required field]**
Enter the user's first name.
**Last Name**
Enter the user's last name / surname.
**Email\* \[required field]**
Enter the user's email address.
{% hint style="warning" %}
The user's email address must be unique and cannot already exist within Supply'd.
{% endhint %}
**Mobile**
Enter the user's mobile phone number.
**Timezone**
Select the timezone the user is in.
***
{% endstep %}
{% step %}
### **Account Type**
Set the account type for this user.
Select the type of user that this account is for:
* **Standard:** A **Standard** user has access to any functionality you choose.
* **User Group:** A **User Group** represents a user who, when logged in, will be required to enter a PIN. This is useful for shared logins, allowing you to track individual user activity even when multiple people access the account. \
👉 See [#user-groups](#user-groups "mention") below for more details.
* **Sales Rep:** A **Sales Rep** is a restricted user who only has access to customers and orders for which they are associated to as a rep.
* **Production:** A **Production** user is restricted to the Production section of Supply’d only.
* **Delivery Driver:** A **Delivery** **Driver** is assigned to delivery runs and has access limited to delivery-related features within Supply’d. \
This option will only show if you have the delivery module enabled. \
👉 See the [Delivery Settings](/supplyd-erp/settings/delivery-settings.md) document for more information.
{% hint style="info" %}
The following sections will vary depending on the account type selected.
{% endhint %}
***
{% endstep %}
{% step %}
### Notifications
#### ("Standard" & "User Group" types only)
Choose which notifications to send to this user. When "Standard" or "User Group" are selected these additional fields will appear.
{% hint style="success" %}
**SO** = Sales Order
**PO** = Purchase Order
{% endhint %}
**Order Push Notifications**
Select the sales channels you would like to receive push notifications for.
{% hint style="warning" %}
Push notifications need to be enabled on each device you would like to receive them. You can enable them on the "My Account" screen. Each device can only be linked to one user.
{% endhint %}
***
{% endstep %}
{% step %}
### Access
Choose the access this user has.
**User Access**
Tick the applicable boxes to allow the user access.
***
{% endstep %}
{% step %}
### User Restrictions
#### ("Standard" & "User Group" types only)
Set-up restrictions on this user to locations or set orders to require approval.
{% hint style="info" %}
The fields in this section may vary depending on what is selected in **User Access**. For example, if **Suppliers**, **Products**, or **Customers** are not enabled, their related checkboxes under **Disable Editing** won’t appear. Likewise, if **Production** isn’t selected, the **Show Production Summaries** option will be hidden.
{% endhint %}
**Disable Editing**
Tick the checkboxes to prevent this user from editing the selected areas.
{% hint style="warning" %}
The options shown here depend on the features enabled above in **User Access**.
{% endhint %}
**Access Locations**
Select the locations this user can place orders for. Leave blank for access to all locations.
**Access Stores**
Select the Supply'd **Stores** this user can view and place orders for.
Leave blank for all stores.
{% hint style="info" %}
This field will only appear if you’ve have any [Supply'd Stores](/supplyd-erp/settings/supplyd-stores.md) set up.
{% endhint %}
**Access Departments**
Select the department(s) this user belongs to. (Your list will look different from the example, depending on how you've named your departments.)
{% hint style="info" %}
This field will only appear if you’ve set up optional [Locations](/supplyd-erp/settings/locations.md#departments) within your [Locations](/supplyd-erp/settings/locations.md).
{% endhint %}
**Show Production Summaries**
Select whether or not this user can see the summaries for completed production runs. Select "No" if you would like to hide these to keep specific details such as labour costs hidden from this user.
{% hint style="info" %}
This field is only visible if **Production** is ticked above.
{% endhint %}
**Orders Require Approval**
Whether or not orders placed by this user will require approval from another user (eg. store manager). Select "**Yes**" for orders to be sent for approval instead of being sent directly to the suppliers.
**Orders Approvers**
Select the users that can approve orders from this user. You can add as many users as you would like. Only 1 of the approvers will need to approve the order for it to be processed.
{% hint style="warning" %}
This field will only show if you are also a buyer on Supply'd and have selected "Yes" to **Orders Require Approval**.
{% endhint %}
***
{% endstep %}
{% step %}
### Sales Rep Settings
#### ("Sales Rep" type only)
Apply the settings that are applicable for this Sales Rep.
**Visible Customers**
Select which customers this sales rep can see when they are logged in.
* **Assigned Customers:** The rep can only view customers for whom they are assigned as the sales representative.
* **All Customers:** The rep can view all customers, even those not specifically assigned to them.
**Can Edit Customers**
Select whether or not the user can edit customer details.
***
{% endstep %}
{% step %}
### Contact Visibility
**Visible To**
Select whether this user should appear as a contact for connected suppliers and/or customers.
***
{% endstep %}
{% step %}
#### Click Save
Click to add the user.
The user will receive an email to set their password and start using the account.
{% endstep %}
{% endstepper %}
***
## User Groups
**User Groups** in Supply’d allow you to manage and track users who share the same login. When someone from a User Group logs in, they’re prompted to enter a unique PIN, enabling you to identify and track individual activity within a shared account. This is especially helpful for teams using a single login but needing visibility into who performed specific actions.
***
### Adding a User Group
{% stepper %}
{% step %}
#### Open the Add Users **Form**
Follow the instructions above to go to the **Users** page, ie.
1. Click on your name and select **Users**.
2. Click **Add+** in the top right.
***
{% endstep %}
{% step %}
#### Add a Name
Enter a name for the group. This could be a name for the group or a specific person.
In our example we have called the group "**Warehouse Staff**".
***
{% endstep %}
{% step %}
#### Select User Group Type
Select **User Group** as the **Account Type**.
***
{% endstep %}
{% step %}
#### Complete the Form
Following the instructions for [#adding-a-user](#adding-a-user "mention") above, apply the settings you would like for the users in the group.
{% hint style="warning" %}
These settings will apply to all users within this group.
{% endhint %}
The **User Group** will show in the **Users** list.
***
{% endstep %}
{% step %}
#### Select the User Group
Select the **User Group** from the **Users** list. You will see beside the name, making identification easy.
The user group's details will show.
***
{% endstep %}
{% step %}
#### Add Users to the Group
To add a user to the **User Group**, go to the **Users** tab, click on or **Add +**.
{% hint style="info" %}
The button appears only when no sub-users have been added. To add additional sub-users, use **Add +**.
{% endhint %}
The **Add Sub User** form will open.
**First Name\* \[required field]**
Enter the user's first name.
**Last Name**
Optionally, enter the user's last name/surname.
**PIN\* \[required field]**
Enter a unique 4-digit PIN for this user. Use numbers only. This PIN will allow the user to access the account.
**Hourly Rate**
Enter the hourly rate for this staff member to use when tracking labour costs. The rate should include taxes and other applicable costs, such as superannuation.
Leave blank to use the default rate set in your [Production Settings](/supplyd-erp/settings/production-settings.md).
Click to add the user to the group.
Repeat this step for any additional users you would like to add to the **User Group**.
{% endstep %}
{% endstepper %}
***
{% hint style="success" %}
Once set up, whenever someone logs in using the shared login, they’ll be prompted to enter their assigned PIN.
**Example of a User Group in Supply’d:**
* **User Group Name:** Warehouse Staff
* **Purpose:** Used for a shared warehouse login on a tablet.
**Users in the Group:**
* **Alice** – PIN: 1234
* **Ben** – PIN: 5678
* **Charlie** – PIN: 9012
When warehouse staff log in, they enter their PIN. This allows actions (like receiving stock or marking deliveries) to be tracked to the individual, even though they’re using the same login.
{% endhint %}
***
## **Editing a User**
To edit a user:
{% stepper %}
{% step %}
Click on your name in the top right and select **Users**.
{% endstep %}
{% step %}
Select the **User** you would like to edit the settings for.
The user's details will open.
{% endstep %}
{% step %}
Click on the 3 dots in the top right and select **Edit User**.
The **Edit User** form will open.
{% endstep %}
{% step %}
Update any details/settings as required following the guidelines for [#adding-a-user](#adding-a-user "mention") above.
{% endstep %}
{% step %}
Click to update the user's details.
{% endstep %}
{% endstepper %}
{% hint style="success" %}
To edit a **Sub User** in a **User Group:**
1. Click on the group in the **Users** list.
2. Go to the **Users** tab and select the sub user you would like to edit the details for. The **Edit Sub User** form will open.
3. Edit any required details by following the guidelines above for **Adding a Sub User**, as outlined in step 6 of [#adding-a-user-group](#adding-a-user-group "mention").
4. Click to update the sub user's details.
{% endhint %}
***
## **Removing a User**
To remove a **User**:
{% stepper %}
{% step %}
Click your name in the top right and select **Users**.
{% endstep %}
{% step %}
Select the user you would like to remove. The user's details will open.
{% endstep %}
{% step %}
Click on the 3 dots in the top right and select **Remove User**.
You will be asked to confirm.
Click .
{% endstep %}
{% endstepper %}
{% hint style="success" %}
To remove a **Sub User** from a **User Group**:
1. Click on the group in the **Users** list.
2. Go to the **Users** tab and select the **Sub User** you would like to remove. The **Edit Sub User** form will open.
3. Click on the 3 dots in the top right and select **Remove Sub User**.
{% endhint %}
---
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