Users and Permissions

1. Introduction

User management and permissions in Cashflow are essential for maintaining appropriate control and organization of your company within the platform. Essentially, permission groups act as roles that determine what actions team members can take in the system. These roles, in turn, have assigned users who inherit the permissions of the group to which they belong.

By default, Cashflow provides an "Admin" role, which has full access to all functionalities. In fact, when someone creates an account in Cashflow, they are automatically designated as the "Owner" and assigned to this Admin role, ensuring they have the ability to set up the system and grant access to other users.

With this article, we will help you understand how these roles and permissions work and how you can use them to optimally structure your team's interaction with the platform.

2. User Management

2.1 Adding New Users (Invite)

To add new users to Cashflow:

1. In the main menu, go to Settings > Platform > Users.
2. In the User list, click on Invite (+) and then Invite User.
3. In the window that appears, enter the user's email and define the permission group.
4. By clicking on "Show more," you can also customize the Language, Default Module, and Status options.
5. In Locality, specify where the user operates and mark if it is their main locality. If they work in multiple localities, add each one by clicking the "Locality" button.
6. In Warehouse, define which warehouse the user works in and indicate if it's their main one. If the user has responsibilities in multiple warehouses, add each one by pressing the "Warehouse" button.
7. Click Save to send the invitation and save the changes.

2.2 Edit a User

To edit a user in Cashflow:

1. In the main menu, go to Settings > Platform > Users.
2. On the user list screen, find the user you want to edit.
3. Click on the action menu (three horizontal dots) and then "Edit."
4. Update the necessary fields.
5. Click 'Save'.

2.3 Delete a User

To remove a user from Cashflow:

1. In the main menu, go to Settings > Platform > Users.
2. On the user list screen, find the user you want to edit.
3. Click on the action menu (three horizontal dots).
4. Click 'Delete'.
5. You will be asked to confirm the deletion.

3. Invite an Accountant

In Cashflow, you have the option to invite your accountant to access your account. Your accountant must be registered and validated in Cashflow so that their user account is free for you. Here's how to invite an accountant to Cashflow:

1. In the main menu, go to Settings > Platform > Users.
2. In the User list, click on Invite (+) and then Invite Accountant.
3. In the window that appears, enter the RNC/ID and your accountant's email. Then, choose the permission group that will determine their access level.
4. Finish by clicking "Save".

With these steps, an email invitation will be sent to your accountant. Once they accept the invitation, they will have access to your account in Cashflow.

4. Permission Groups

4.1 Add a New Permission Group

To create a new permission group in Cashflow:

1. In the main menu, go to Settings > Platform > Permission Group.
2. In the Groups list, click on the (+) button.
3. On the permission group screen, define: code, name, description, default module, and whether the group is Active.
4. In the Group Permissions section, open the areas and activate the modules and/or actions this group will have access to.
5. Click Save to save the changes.

4.2 Edit Permission Group

To edit a permission group in Cashflow:

1. In the main menu, go to Settings > Platform > Permission Group.
2. On the list of Groups, find the group you want to edit.
3. Click on the action menu (three horizontal dots) and then "Edit."
4. Update the necessary fields.
5. Click 'Save'.

4.3 Delete Permission Group

To delete a permission group in Cashflow:

1. In the main menu, go to Settings > Platform > Permission Group.
2. On the list of Groups, find the group you want to edit.
3. Click on the action menu (three horizontal dots).
4. Click 'Delete'.
5. Note: If you don't see the delete option, it's because the group still has linked users. Unlink these users and then try again.
6. You will be asked to confirm the deletion.

Tips & Best Practices

Optimize Cashflow management with recommended practices for efficient user and role setup.

• Safety First
  ‍Always ensure that the permissions granted to users match the responsibilities of their role in the company. This ensures that essential information is protected and only accessible by those who genuinely need it.
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• Keep Roles Updated
  ‍As your business grows and changes, employee responsibilities may also evolve. Periodically review roles and permissions to ensure they accurately reflect the current needs of your business.
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• Train Your Users
  ‍Before a new employee begins to use Cashflow, make sure to provide adequate training. This not only helps them familiarize themselves with the platform but also reinforces the importance of security and proper data management.
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• Validation of Accountants
  ‍Inviting a validated accountant in Cashflow allows you to access accounting services without additional costs and without increasing the number of users on your account. Take advantage of this feature to keep your finances in order.
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• Use Permission Groups
  ‍These act as filters, ensuring employees only access areas relevant to their role. For example, sales staff don't need to have access to the entire inventory but should have access to price lists.
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• Conduct Regular Audits
  ‍Regularly review the list of active users and their permissions. If an employee leaves the company or changes departments, adjust their permissions accordingly. This is an excellent practice to ensure information security and the proper functioning of the platform.
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• Establish a Protocol
  ‍In the face of any significant change, such as the deletion of a permissions group or the addition of a new user, communicate and instruct all involved about the changes made and how they will affect their interaction with the platform.

With these tips and best practices, you can manage users and permissions in Cashflow efficiently and safely, maximizing the platform's capabilities while keeping your business's essential information protected.‍

Common Issues

Despite the versatility and ease of use of Cashflow, it's natural to encounter challenges in the platform's setup and use. Here's a list of the most frequent issues and their solutions:

• User can't access certain functionalities
  ‍The user might be linked to a permissions group that doesn't have access to the required functionality. Review and, if necessary, modify the permissions of the group to which the user belongs.
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• Invitations not received by new users or accountants
  ‍The email could have been filtered as spam or entered incorrectly. Check the entered email address and review the spam or junk folder.
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• Difficulties when deleting permission groups
  ‍The group still has associated users. Before deleting a group, unlink or relocate all users belonging to that group.
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• Changes in permissions not reflected immediately
  ‍The user hasn't logged out and back in after a change in permissions. Make sure the user logs out and logs back in so that the changes are applied correctly.
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• Limitations when adding more users
  ‍You've reached the limit of allowed users in your current Cashflow plan. Consider upgrading your plan or review and manage your current user list to make room for new members.

These common issues, and their associated solutions, will help you optimize user and permission management in Cashflow.