↵ to select ↑↓ to navigate
OLY ERP Docs

OLY ERP Docs

Help Center OLY ERP Docs
Edit
Open in ChatGPT
Ask ChatGPT about this page
Open in Claude
Ask Claude about this page

Add, change and remove users

Each person who works in OLY ERP needs their own user account. As the system admin, you add users when people join, change their roles when their job changes, and disable them when they leave.

Before you start

  • You have the System Manager role.
  • You know the person's work email address and their job (for example store keeper or accountant).
  • Your subscription has a free user place. The number of users is limited by your OLY ERP subscription.

Steps

Add a user

  1. Press Ctrl+G, type User List and open it.
  2. Click + Add User.
  3. Fill in Email (for example abebe@examplefoods.com), First Name and Last Name.
  4. Click Save. The full user form opens.
  5. In Role Profile, choose the profile for the person's job, for example "Store Keeper". If you do not use role profiles, tick the needed roles in the Roles section.
  6. Make sure Send Welcome Email is ticked if you want the system to email the person a link to set their password.
  7. Click Save.

The person receives an email and sets their own password. If the email does not arrive, open the user and click Reset Password (under Password or the ... menu) to send a new link.

Change a user's access

  1. Open the User List and click the user.
  2. Change the Role Profile or the ticked Roles.
  3. Click Save. The change applies the next time the person loads a page.

When someone leaves: disable the user

  1. Open the user.
  2. Untick Enabled.
  3. Click Save.

The person can no longer log in. Their name stays on every document they made, so your records stay complete.

Need more users?

When all user places in your subscription are used, you cannot add another active user. To get more, contact OLY through the support portal at oly.et/issues. More users are added to your subscription. Disabling users who have left also frees places.

Good to know

  • Disable, do not delete. Deleting a user can fail or break links to the documents they made. Disabling is safe and can be undone.
  • One person, one login. Never create a shared account like "store@" for several people. The system records who did what, and a shared login hides that.
  • Give each user only the roles they need for their job. See Roles: who can do what.
  • Never ask a user for their password. If they forget it, send a reset link.
  • When someone changes jobs, change their role profile the same day. Do not leave old roles active.
Last updated 1 week ago
Was this helpful?
Thanks!