Users

ERPNext Users Module: Manage Your Team and Access Efficiently

The ERPNext Users Module is a powerful tool that lets businesses control their internal teams, access rights, login security, workflow roles, and the whole system. Anyone who uses ERPNext—including employees, managers, accountants, HR officers, and project leaders—is registered as a User.

This module ensures that only authorised team members can access your ERP system, keeping it safe, organised, and easy to manage. ERPNext helps businesses run their daily operations smoothly by giving them full visibility and control through features like:

1. Getting to Know the Users Module in ERPNext

The Users Module is the most important part of your ERPNext security system. It lets businesses choose:

Goal: Keep sensitive information safe, give controlled access, and maintain an organised workflow. ERPNext ensures that employees only have access to the tools they need, reducing mistakes and confusion.

2. Making and Controlling Users

Creating a user in ERPNext is quick and easy. Companies can add users and provide information like:

Every new user receives an email with their login information and can start using ERPNext immediately, based on their permissions.

This feature is useful for:

3. Giving Users Their Roles

ERPNext allows you to set user roles, which define what a user can do.

Common roles include:

Each role has its own set of permissions and access levels. Companies can assign:

Role-Based Permissions ensure:

This keeps data safe and prevents unauthorized changes.

4. Role Permissions Manager (RPM)

The Role Permissions Manager allows companies to define:

Examples:

The RPM lets companies create security policies tailored to their structure.

5. User Permissions for Certain Records

ERPNext allows User Permissions to control access to specific records. This is useful when different workers are in charge of different:

Example:

This maintains data privacy and keeps workflows organised.

6. Access for User Groups and Teams

Companies can create User Groups to organise employees, such as:

User Groups help with:

Companies can manage entire teams with a single click rather than assigning permissions individually.

7. Sharing Documents and Controlling Access

ERPNext allows users to share documents like:

Users can define:

This simplifies collaboration and reduces reliance on external file-sharing tools.

8. Settings for Logging In and Security

ERPNext offers advanced login and security features:

Strict security helps protect the ERP system from unauthorized access.

9. Settings for Users’ Email

Each user can configure:

ERPNext automatically sends email alerts for:

This ensures communication is fast, organized, and integrated with ERP workflows.

10. Keeping an Eye on the System and Activity Logs

ERPNext logs user activity, including:

This is important for:

Managers can track who made changes, when, and why, keeping the system secure.

11. User Restrictions Based on Departments and Branches

ERPNext allows restrictions based on:

Examples:

This is particularly useful for multi-location businesses.

12. Making User Dashboards Unique

Each user has a dashboard showing:

Admins can customize dashboards for:

This improves productivity and departmental focus.

13. Working with Other Modules

The Users Module integrates with all ERPNext modules:

This ensures ERPNext is a secure, fully integrated management system.

Final Thoughts

The ERPNext Users Module is crucial for securing the system, organising departments, monitoring activity, and ensuring smooth access control. It provides advanced features like:

ERPNext ensures every user has the right access level, resulting in: