👤 User Management
User Management Guide
User management controls who can access your Otutu system and what they can do. Proper user management ensures security, accountability, and efficient workflow by giving each person the right level of access for their role.
Why This Matters
Without proper user management, you risk:
Unauthorized access to sensitive financial data
Accidental changes to critical information
Confusion about responsibilities
Good user management provides:
Security: Role-based access control
Accountability: Audit trails
Efficiency: Users have the tools they need
Compliance: Proper permission controls
Prerequisites
Administrator access permissions
Understanding of employee roles and responsibilities
Company policies on data access
User Roles and Permissions
Overview
Otutu uses a role-based permission system. Each role defines what users can see and do, ensuring employees access necessary tools while protecting sensitive information.
Available Roles
Administrator Role
Full Access: Create, read, update, delete all data
System Settings: Modify company settings and user management
User Management: Add, remove, modify user accounts
All Modules: Access to Sales, Purchases, Accounting, Banking, and Settings
Editor Role
Standard Access: Create, read, update most data
Limited Deletion: Cannot delete critical records
Daily Operations: Handle invoicing, bill payments, and routine tasks
No Settings Access: Cannot modify company settings or user permissions
Permission Categories
Create: Add new records (invoices, bills, clients, etc.)
Read: View existing information and reports
Update: Modify existing records
Delete: Remove records (Admin only)
Adding and Managing Users
Step-by-Step Instructions
1. Access User Management
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Click the gear icon in the top right
Select "User Management" from the dropdown menu
View current user list with roles and status
2. Add New User
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Click "Add User" or "Invite Employee" button
Enter user information (name and email)
Assign a role (Administrator or Editor)
Confirm company access
Send invitation email with setup instructions
3. Configure User Permissions
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Select role based on job responsibilities
Grant minimum necessary access
Adjust roles later as needed
4. Monitor User Activity
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View active users
Track last login
Review permissions periodically
User Management Best Practices
Security Practices
Principle of Least Privilege: Grant only necessary access
Regular Reviews: Remove unused accounts
Strong Passwords: Enforce complexity requirements
Session Management: Ensure users log out
Role Assignment Guidelines
Administrators: Owners, CFOs, IT managers only
Editors: Employees such as sales staff, accountants, office managers
Temporary Access: Time-limited access for contractors or consultants
Role Changes: Update roles when job responsibilities change
Onboarding Process
Assess new employee’s access needs
Assign appropriate role
Provide training for assigned features
Monitor usage
Adjust permissions as needed
Multi-Company User Management
Company Switching
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Users in multiple companies can switch using the top-right company switcher
Permissions and data are separate per company
User-Company Relationships
Users can belong to multiple companies with different roles
Each company maintains its own user list and permissions
Switching companies updates the current context and available data
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