# User Roles
User Roles define what each login can see and do in Freespace ERP. Assign a role to every user; permissions are grouped by module and action.
Overview & List View
Go to Settings → User Roles from the left menu.
List columns
| **Column** | **Description** |
|------------|-----------------|
| Id | Role record ID. |
| Name | Role name shown when assigning users. |
| Description | Notes on intended use (e.g. Sales Executive, Accountant). |
List actions
| **Action** | **Description** |
|------------|-----------------|
| New | Create a role and set permissions. |
| Edit | Change name, description, or permissions. |
| Clone | Copy an existing role as a starting point. |
| Delete | Remove unused roles (multi-select supported). |
Quick Start
1. Navigate
Go to Settings → User Roles and click New (or Clone from a similar role).
2. Name the role
Enter Name and Description.
3. Set permissions
On the edit screen, enable module access and actions (View, New, Edit, Delete, Approve, etc.) per area.
4. Assign to users
On Users, set each user's Role to this role.
Permission Matrix
Permissions are organised by module (Sales, Purchase, Inventory, Accounts, HRMS, Settings, etc.). Typical action types:
| **Permission type** | **Description** |
|-----------------------|-----------------|
| View | Open list and read records. |
| New | Create transactions or master data. |
| Edit | Change existing records. |
| Delete | Remove records where allowed. |
| Approve | Save & Approve or workflow actions. |
| Reports | Access report menus under the module. |
| Settings | Access module settings screens. |
Grant only the minimum permissions needed. Use Custom Access when a user needs extra access to specific records without a broader role change.
Actions
| **Action** | **Description** |
|------------|-----------------|
| New | Creates role; opens permission editor. |
| Edit | Updates role and matrix. |
| Clone | Duplicates role with a new name. |
| Delete | Removes role if no users depend on it. |
FAQ
Can I change a user's permissions without editing the role?
Use User Settings for defaults and data filters. Module permissions come from the role; use Custom Access for record-level exceptions.
Should every employee have a unique role?
No. Create a few standard roles (Admin, Sales, Purchase, Accounts) and assign many users to the same role.
Can I clone a user role?
Use Clone on the role view to duplicate permissions, then adjust module toggles for a new department.
Why doesn't a user see a menu after role change?
The user must log out and back in, or refresh session, for role permission changes to apply fully.
What is the difference between List and View permissions?
List grants access to index screens. View, New, Edit, Delete, and Approve are separate actions on each module collection.
Do report permissions inherit from module access?
No. Enable each report explicitly under the Reports section of the role — missing report access blocks menu items and API calls.
Where are Field Sale App permissions?
Field Sale App collections appear on the role form when the module is licensed — see Field Sale App Setup.