Invite users, roles and permissions

In allverto, everyone works with their own login. What they can see and do is determined by their role. That way, warehouse staff can book goods receipts but don't see finances, and accounting can write invoices but doesn't book stock.

#Before you start

Roles with the Manage users permission can invite people and assign roles (usually Owner and Administration); creating your own roles requires Manage roles and permissions. Only an owner can appoint or change owners.

#Step by step: invite staff

1. Click the gear icon at the top right and open Users.
2. Click Invite staff.
3. Enter Name and Email and choose one or more Roles. The person gets the permissions of all selected roles combined.
4. Confirm. The person receives an email with a link, sets their password (at least 12 characters with letters, digits and a special character, see password rules), sets up two-factor authentication at the first sign-in and can get started.

The invitation link is valid for 7 days and can only be used once. Anyone who already has an allverto account (e.g. from another company) confirms the invitation with their own password.

#Pending invitations

Right-clicking a pending invitation offers Resend invitation (new link, the old one is no longer valid), Copy invitation link, Copy email and Revoke invitation.

#Manage users

Right-click a person in the list – also works for several selected people:

• Edit roles … – opens the user window with all of the person's roles (see Multiple roles per person).
• Set only this role ▸ – replaces all roles with the selected one; a role has a check mark if the person has exactly this one role.
• Lock access / Unlock access – locked people can no longer sign in.
• Copy email
• Remove from company – not possible for yourself or for the last active owner.

You can only assign roles whose permissions you have yourself – when inviting, changing a role and editing a role. Roles with more permissions are not even offered, and you cannot change, lock or remove people who have more permissions than you. This way nobody with "Manage users" can gain extra permissions via a second email address. Owners may do everything.

PIN for POS and production app: right-click a person → Set PIN or Change PIN (4–8 digits) or Remove PIN. There is one shared PIN for both apps. Set by you, it is a start PIN: the person replaces it with their own at the next POS sign-in.

#Multiple roles per person

A person can have several roles, e.g. Sales and Warehouse. They then get the permissions of all their roles combined.

• Edit roles: click a person's roles in the list or right-click → Edit roles …. In the user window you tick the roles; they are grouped by area as under Roles & permissions. Roles of add-on modules you haven't booked only appear if the person already has them.
• Main role: the star marks the main role. It is listed first, and its dashboard template takes precedence over those of the other roles.
• Permissions: the Permissions section in the user window shows all of the person's permissions and, for each one, which role it comes from. It follows your selection right away; the selection is only applied with Save.
• Owner always has all permissions and is then the person's only role. If you choose owner, the other roles are deselected.
• Warehouse access: if the person has their own warehouse selection (right-click → Warehouse app: warehouses …), it applies. Otherwise the warehouses of all their roles apply together – if one of the roles has no warehouse restriction, the person may access all warehouses.
• Inviting: when inviting, you also choose one or more roles.
• Protection: you only assign roles whose permissions you have yourself – together they therefore never add up to more permissions than your own. If you are restricted to certain warehouses yourself, you can't grant further warehouses through roles.

Changes take effect immediately, including sessions in which the person is already signed in.

#What does an additional user cost?

Every plan includes a fixed number of users: Jolle 2, Kutter 5, Frachter 15, Flotte 30. Each additional active user costs €15.00 (Jolle and Kutter), €10.00 (Frachter) or €8.00 (Flotte) net per month. There is nothing to book – inviting or unlocking is enough, the costs are added automatically to the next subscription invoice.

• Counted are the active users on the billing day, each for the whole coming month in advance – not pro rata. Anyone locked on the billing day costs nothing for that month.
• Not counted are locked users, open invitations (they only count once accepted) and allverto support access.
• Each person counts once, even if you run several companies in allverto. Users created automatically via single sign-on count like invited ones.
• Nothing is charged during the trial; users are only counted from the first billing day.
• The club discount applies to the base fee, not to additional users. If a different number of users has been agreed for your company, that number applies.

At the top of Users you always see how many users are active and what the users above the plan cost, with a link to Subscription & invoices. If an invitation or unlock would result in more users than included in the plan, the dialog shows a yellow notice with the price beforehand; the button then reads Invite at extra cost or Unlock at extra cost.

#The default roles

Anyone who only has the Warehouse staff role lands directly in the warehouse app after signing in. If a role lacks the Operate the POS (sell, cash in/out, view receipts) or Use the mobile warehouse app (scanner, phone, tablet) permission, the POS and warehouse app icons do not appear in the header bar. Likewise, without Create orders the New order command is missing from the search (Ctrl+K), and the search for orders, documents, customers and items only covers areas the role may view.

Roles & permissions lists the roles by area: Management, Sales & POS, Purchasing, Warehouse & shipping, Production, Customer care (CRM), Time tracking and Custom roles. Default roles of an add-on (POS, production, CRM, time tracking) only appear when the add-on is booked. If people still have such a role, it stays visible with the Module not booked badge.

#Custom roles

1. Open gear icon → Roles & permissions.
2. Click New role – or right-click an existing role → Duplicate to start from it.
3. Enter a Name and Description, e.g. "Packing station" or "Temp", and choose the Area under which the role is listed in the overview (e.g. Warehouse & shipping). Without an area it is listed under Custom roles.
4. Tick the permissions. Permissions are grouped by area; a tick on the group selects all permissions in it. The areas follow the order of the main menu, can be expanded and collapsed and searched via the search field. The role editor hides permissions of an add-on that is not booked (e.g. POS or CRM) – unless the role already has permissions there; booked add-ons carry the Add-on badge.
5. Save. The role is then available when inviting and under Edit roles ….

You can adjust default roles but not delete them. Custom roles can only be deleted when nobody is assigned to them anymore. The Owner role is protected.

Within its area, a custom role is listed after the default roles and carries the Custom role badge. Areas of an add-on (Production, Customer care (CRM), Time tracking) can only be chosen when the add-on is booked; if the add-on ends, the role is listed under Custom roles again – people keep it.

#Permissions in detail

As in the user rights of JTL-Wawi, creating, editing, deleting, cancelling and posting are separate permissions. Sales can, for example, create and edit orders without being allowed to delete them, and accounting posts supplier invoices that purchasing has recorded. In Sales and Purchasing the permissions are grouped into sections; each section has its own checkbox for all of its permissions.

If a permission is missing, the button or menu item stays visible but is greyed out. Clicking it tells you which permission is missing.

Without Change prices and discounts in orders, new line items get the item price; existing prices stay as they are. Without Show purchase prices, purchase price, average cost and margin are hidden in the item. Delete orders works as long as the order has no invoice, credit note, payment or return; if there is already a delivery note, only together with the delivery note (see Aufträge löschen). Otherwise cancel the order.