Permissions are used to restrict the access of individual users. This might be necessary to prevent them performing certain actions or from viewing certain sensitive data. For each module of Brightpearl permissions allow you to restrict:
- The ability to change settings
- View information
- Add/edit records
- Delete records
- Export data
- View financial details
- Access back-office or EPOS
Some options are connected and will automatically be switched off when another is selected, for example, if you restrict a user from viewing sales, they will also be restricted from adding, editing, deleting and exporting. Restricting viewing ability for a user will completely remove the module tab from Brightpearl.
Permissions can also be copied from user to user to quickly give the same access; saving you loads of time when people are in the same job role.
Back-office Access
Access to the back-office is automatically given but is really easy to control.
- Go to Setup > Staff/Users > List staff; if you've just added a user you'll be taken straight to this screen.
- Locate the user and in the BackOffice column click the icon (tick or cross) to switch access on (tick) or off (cross).
API Access
API access is automatically given but is really easy to control. Switching on API access means that external users and systems can access and upload data to your Brightpearl account. Typically your staff members will not need this activated. You would normally have a separate staff member record specifically for the purpose of API so you can restrict and track where the access to your account is coming from. An example might be a third party website (not using Brightpearl) that sells your products; by connecting via API any orders can be uploaded to your Brightpearl account, but you want to ensure the connection is secure and that you can see where the orders have come from. By creating a "staff member" you can give the third party password access as well as see the "staff name" against any orders uploaded.
Follow these steps to switch API access on or off per staff member:
- Go to Setup > Staff/Users > List staff; if you've just added a user you'll be taken straight to this screen.
- Locate the user and in the API column click the icon (tick or cross) to switch access on (tick) or off (cross).
Note: API access is not restricted by staff permissions.
Editing Permissions
For users with back-office access you can control which modules they have access to using the permissions.
- Go to Setup > Staff/Users > List staff.
- Click the Permissions link for the relevant staff member.
- Each area of Brightpearl is listed across the top of the screen and the access options listed out below. Click on the boxes to switch access on or off. Green ticks mean they will have access/ability and red crosses mean they are restricted.
- Click Save.
The user will now be restricted to the given access. Remember to restrict access to Settings > Staff setup or they'll be able to change their own access!
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Copying Permissions
To give the same access as an existing user to a new user you can copy their permissions.
- Go to Setup > Staff/Users > List staff.
- Click the Permissions link for the new staff member you want to set permissions for.
- Scroll down to below the permissions boxes.
- Use the drop-down menu to select the existing staff member whos permissions you want to copy.
- Click the Copy button. The permissions will be applied.
EPOS Access
EPOS users do not need to be able to log in to the back-office in order to access the EPOS console. Using a PIN they can go directly to EPOS and log in swiftly with a 6 digit numerical code.
- Got to Setup > Staff/Users > List staff; if you've just added a user you'll be taken straight to this screen.
- Locate the user and enter a 6 digit EPOS pin.
The EPOS login is accessed from the normal login screen. Click the ...or login to EPOS link next to the Sign in button.
