A role defines the employee’s permitted actions. A position is stored separately for each organization and used in documents; it grants no permissions. Assigning a position does not change the role or expand office access.

Before you start

• You need access to employees to view them. Assigning a role or position requires permission to create or edit employees.
• The position directory requires separate view and management permissions. By default, administrators, chief accountants and territory managers can view it; administrators can edit it.
• Saving changes requires active account access: an active trial or paid access for at least one office. Prepare active organizations and the employee’s offices.

Steps

View a role and its permissions

1. Open Organization → Employees and choose the employee by full name.
2. On the card, check the role and the Role permissions section. The permission set is predefined for the role; there is no separate custom role editor in this section.
3. Check offices and the cash operation restriction. A restricted employee cannot perform cash register operations even if that permission is part of the selected role. The role’s other permissions are retained.

Predefined roles are: Administrator, Chief accountant, Accountant, Territory manager, Auditor and Sales appraiser. The ERP administrator account cannot be edited through employee management.

Prepare the position directory

1. Open Organization → Positions. Check whether the required name already exists in the correct organization.
2. For a new record, click Add position, enter Name and choose Organization.
3. Click Save. After saving successfully, the position appears in its organization’s directory.
4. To rename a position, open it for editing, update the name and save. You cannot change an existing position’s organization; create a separate record for another organization.
5. If a position is no longer used for new assignments, choose Archive in the row menu. To make it selectable again, find the inactive position and click Restore.

When an organization is created, the application prepares initial positions. You can rename them and add your own. An archived position remains assigned to existing employees but cannot be assigned anew. Archiving a position does not archive its employees.

Assign a role and positions

1. In the Employees list, open the row menu → Edit employee. The same fields are used when creating an employee.
2. Choose Role and check the permissions shown below it. Administrators can access all active company offices; for other roles, choose the employee’s offices.
3. In Positions choose a position for each required organization. The organization list depends on the selected offices; administrators see all accessible organizations.
4. If no assignment is needed, leave Unassigned. An employee can have no more than one position in each organization. The role does not assign it automatically.
5. Click Save in the main employee form. Check the role, offices and assignments on the card that opens.

Check the result

The employee card should show the required role and positions by organization. A document uses the position in its own organization; without an assignment, the field remains empty. If a document includes the employee’s position, check it in a newly generated print form. Renaming a position does not change previously generated documents.

Troubleshooting

• The required action or directory is missing: viewing employees, editing employees and managing positions require different permissions. Check your role.
• No organizations are available for assignment in the form: choose the employee’s offices. Assignment requires a position in the same organization the employee can access.
• The name is already taken: check the selected organization’s directory and use the existing record or another name.
• The position is archived: it can remain in an existing assignment but cannot be assigned anew. Restore it in the directory if it is needed for new assignments again.
• The position in a new document is empty or incorrect: check the employee’s assignment in that document’s organization, not just their role or current office.

What’s next

• How to add an employee, update details and assign offices.
• Archive or restore an employee.
• How to save employee identity documents.
• Check why sections or actions are unavailable.