How To Create Sub Users?

Quick Summary

Sub users allow a business owner to give other people (staff, accountants, sales team) limited access to the app. Instead of sharing your owner credentials, you create separate logins for each team member with specific roles and permissions. The approval workflow ensures that all transactions made by staff require sign-off by the owner before becoming final.

What Is This Feature

What It Is

Sub users allow a business owner to give other people (staff, accountants, sales team) limited access to the app. Instead of sharing your owner credentials, you create separate logins for each team member with specific roles and permissions. The approval workflow ensures that all transactions made by staff require sign-off by the owner before becoming final.

Who should use this: Business owners with employees, accountants, or sales staff who need to use the app. Especially useful for businesses where financial control and oversight are important.

When To Use This Feature

When & Who

• When your business grows beyond a single user.
• When staff create invoices but only you approve/finalize them.
• When different employees handle specific tasks (e.g., invoicing, payments) and require oversight to prevent errors.
• When managing multiple sales reps and restricting access to sensitive data (e.g., financial reports).

Step-by-Step Flow

🔁 Flow — Creating Sub Users

1. Tap hamburger menu (☰) → Sub User Management → Manage Sub Users.
2. Tap + → enter the required sub user details → select a role (check permissions/you can create a custom role with you choice of permission)→ tap Submit.

Please Note:

• Sub user receives login credentials and can access the app with their assigned permissions.
• Create unique login credentials for sub-user, (share the details with only the respective person to ensure privacy )
• You can disable, edit, or delete a sub user at any time.

Fields Explanation

Key Fields & Settings

Sub User Limits

• Maximum 5 sub users can be added to an account.
• Only 3 sub users can be active at the same time.
• Sub users can be disabled, re-enabled, edited, or deleted at any time.

Roles

• Predefined Roles: Built-in roles with preset permissions (e.g., salesperson, accountant).
• Custom Role: The owner can define a role with exactly the permissions required — granular control over each feature.

Underlying Concept (Accounting / Logic / Calculation)

Concepts

Role-Based Access Control (RBAC): A security model where each user is assigned a role, and each role carries a defined set of permissions. This ensures team members only access what is relevant to their function — a salesperson can create invoices but cannot view profit reports or delete records.

Maker-Checker Principle: A financial control mechanism where one person creates (makes) a transaction and another person reviews and approves (checks) it. This reduces errors and prevents unauthorized or fraudulent transactions. The Transaction Requires Approval feature in SIM implements this principle.

Why approve new clients/products first: When a sub user creates a new client or product during a transaction, those records exist only in a pending state — they are not yet official entries in the database. The owner validates them before they become permanent records. This prevents duplicate entries, typographical errors, or unauthorized additions to the system.

Interaction With Other Features

Interaction with Other Features — Dependencies & Side Effects

• When Transaction Approval is enabled for a sub user, all their transactions require owner approval.
• Proper device syncing is required to reflect updates across users.
• Clients/products created by a sub user must be approved; otherwise, they cannot be used by the main user.
• Payment approval depends on the approval of the related invoice.
• Sub users cannot access features not enabled by the main user (e.g., Inventory, Commission, Delivery Note, Cash/Bank Transfer, Other Income).
• If restricted, sub users cannot edit rates in invoices, estimates, sales orders, or purchases.
• The main user can reset/change a sub user’s password to revoke access.

Alternate Terms

Alternate Terms

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