Users & Roles

Invite your team, control what each person can access, and maintain a full audit trail of every action taken in your account.

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Owner vs Sub-Users

Every OjaSuite account has one Owner — the person who signed up. The owner has unrestricted access to all features and settings and cannot be deleted. All other team members are sub-users who operate under the owner's account with permissions defined by their assigned role.

Sub-users have their own login credentials and appear individually in all activity logs, providing clear accountability.

Roles

A Role is a named permission set that controls which sections and actions a user can access. Create and manage roles under Users → Roles. Examples of roles you might create:

• Cashier — POS access only, no access to reports or settings.
• Accountant — full access to invoices, expenses, and reports; no access to user management.
• Sales Rep — can create invoices and contacts, but cannot view financial summaries.
• Branch Manager — full access scoped to a specific branch.

Creating a User

1. Navigate to Users → Add User.
2. Enter the user's Email Address — this becomes their username.
3. Select the Role to assign.
4. Optionally assign a Branch to restrict the user to a single location.
5. Click Save User. OjaSuite emails the new user their login credentials.

Permission Levels

Roles grant or deny access to specific modules. Key permission areas include:

Module	What It Controls
Invoicing	Creating, editing, and recording payments on invoices.
Contacts	Adding and editing customers and vendors.
Items / Inventory	Creating items and adjusting stock.
Expenditure	Recording and viewing expenses.
Reports	Accessing financial and operational reports.
Branches	Creating and managing branch locations.
Users & Roles	Inviting users and configuring roles.
POS	Access to the point-of-sale module.
Settings	Account, business profile, and gateway configuration.

Financial data (transaction amounts) requires an elevated permission level within the relevant module — useful for allowing a user to create invoices but not see the revenue totals.

Assigning a Branch

When a branch is assigned to a user, they can only see and create transactions for that branch. The branch filter elsewhere in the app is automatically set to their assigned branch. Leave the branch assignment blank to give a user full access across all branches.

Activity Accountability

Every invoice, payment, expense, POS sale, and stock adjustment is recorded with the user who performed the action. View the full audit trail under Reports → Activity Logs. This makes it straightforward to trace any discrepancy back to a specific user and time.

Changing Passwords

Any user (including sub-users) can change their own password after logging in via Settings → Change Password. The owner can reset a sub-user's password by editing the user record.