User Roles and Permissions | Control System Access

Learn how to create user roles, assign module-level permissions, and manage user access in Kuvera Arc to control what each team member can do.

User Roles and Permissions is the access control module in Kuvera Arc. Use it to define what each team member can view, create, update, approve, void, or manage across inventory, sales, purchase, finance, configuration, reports, and e-commerce workflows.

Roles define permissions. Users inherit permissions from their assigned role. Changes to a role apply immediately to every user assigned to that role.

How roles and users work

Roles and users work together to control system access.

User Roles and Permissions page

Roles

Define what users can see and do across modules.

Users

Assign people to roles and branches so they can work within the right scope.

Permissions

Control actions such as view, create, update, approve, enable, disable, and void.

Branches

Limit user scope to the locations relevant to their work.

Module tabs

Roles and Permissions

Manage access roles, configure module-level permissions, define allowed actions, and control visibility across Kuvera Arc.

Users

Manage user accounts, assign branches, assign roles, enable or disable accounts, and view active or inactive users.

Access User Roles and Permissions

1. Open Configuration

   From the left navigation panel, go to Configuration.

   Configuration in the sidebar

2. Select User Roles and Permissions

   Click User Roles and Permissions.

   User Roles and Permissions menu item

3. Choose a tab

   Select Roles and Permissions or Users depending on what you need to manage.

Roles and Permissions tab

The Roles and Permissions tab lists configured access roles. Each role includes a name, description, and options menu.

Roles and Permissions tab

Some default roles are created automatically during account setup. The Super Admin role is fixed and cannot be edited or disabled.

Edit Role Permissions

Opens the role configuration page where you can update the role name, description, discount permission, and module-level permissions.

Changes apply immediately to every user assigned to that role.

Disable Role

Deactivates the role so it can no longer be assigned to new users.

System-protected roles cannot be disabled.

Create a new role

1. Open Roles and Permissions

   Go to Configuration > User Roles and Permissions and select the Roles and Permissions tab.

2. Click Add New Role

   Click Add New Role.

   Add New Role button

3. Enter role information

   Fill in the role name, optional description, and discount permission.

   Role information fields

4. Configure permissions

   Use permission checkboxes to assign the appropriate access level for each module.

5. Save the role

   Click Save Details. The role becomes available for user assignment.

Role information fields

Role Name

Required. Use a clear name that reflects the team function, such as Sales Executive, Finance Manager, or Warehouse Manager.

Description

Optional. Add a short explanation of the role’s purpose so administrators can understand its intended scope.

Allow the role to provide discount

Optional. When enabled, users assigned to this role can apply discounts in supported sales workflows, such as sales orders or invoices.

Permission actions

Each module supports a combination of permission actions. Available checkboxes depend on what each module supports.

View

Allows the user to open and read records or module data.

Create

Allows the user to add new records.

Update

Allows the user to edit existing records.

Enable / Disable

Allows the user to activate or deactivate records.

Approve

Allows the user to approve workflow records such as purchase orders, invoices, or adjustments.

Void

Allows the user to cancel or void finalized records where supported.

Full Access

All available actions are checked for the module.

Use this for managers and senior staff who need complete control over records in that area.

View Only

Only View is checked.

Use this for users who need visibility for reporting or reference but should not modify data.

No Access

No actions are checked.

Use this to hide or restrict modules unrelated to a role’s responsibilities.

Permission categories

Permissions are organized by module group.

Dashboard

Controls access to the main dashboard and its summary widgets.

Inventory

Covers Products, Measurement Units, Product Attributes, Product Categories, Variant Products, Adjust Inventory, Barcode Mapping, Material Transfer, Stock Issue, Requisition Entry, and In Transit Stock.

Purchase

Covers Purchase Orders, Purchase Bills, Bill Payments, Suppliers, Debit Notes, and Goods Received Notes.

Sales

Covers Sales Orders, Credit Notes, Invoices, Invoice Payments, and Customers.

Finance

Covers Bank Accounts, Accounts Receivable, Accounts Payable, Cash Flow, and Cash Adjustments.

Organization Configuration

Covers Company, Branch, Warehouse, Inventory Configuration, Terms and Conditions, Opening Stock, Opening Balance, and Remove Draft.

Tax and Payment Configuration

Covers Tax setup, Payment Terms, and Payment Methods.

User Configuration

Covers user management and role permission management. Restrict this category to administrators.

Reports

Covers VAT Reports, Sales Reports, Purchase Reports, and Inventory Reports.

Import / Export

Controls the ability to import and export data across modules.

Print Configuration

Covers print settings and Invoice Configuration permissions.

Fiscal Year

Controls the Transfer Fiscal Year operation.

Settings

Covers Notification Settings, Profile Settings, General Settings, and Plan Subscription visibility.

Ecommerce Management

Controls access to Ecommerce Configuration.

Removing permissions from a role with active users takes effect immediately. Confirm affected users are not in critical workflows before saving permission changes.

Users tab

The Users tab lists user accounts in your system. Use it to view user details, filter by branch, edit users, disable users, or add new users.

Users tab

Access the Users tab

1. Open Configuration

   Go to Configuration.

2. Open User Roles and Permissions

   Select User Roles and Permissions.

3. Select Users

   Click the Users tab to view the user listing.

Use the branch selector at the top of the Users tab to filter users when managing teams across multiple locations.

User listing actions

Edit User Details

Opens the user record where you can update full name, email address, contact number, assigned role, branch assignment, and location details.

Disable User

Deactivates the user’s account and prevents login.

Disabled accounts are retained for audit and record-keeping and can be viewed through View Inactive Users.

Create a new user

1. Open Users

   Go to Configuration > User Roles and Permissions > Users.

2. Click Add New User

   Click Add New User.

   Add New User button

3. Enter user details

   Fill in identity, contact, login, role, branch, and optional location details.

   Add New User form

4. Create the user

   Click Create User. The account becomes active immediately.

User detail fields

Identity and contact fields

Full Name

Required. User’s full name as it appears in the system.

Email Address

Required. Email address linked to the user account.

Contact Number

Required. User’s phone number.

Login credential fields

Use email as username

Optional. Uses the email address as the login username automatically.

Username

Required login username. Filled automatically if email-as-username is enabled.

Password

Required initial login password for the user.

Role and branch fields

Select Role

Required. Determines the user’s permissions.

Select Branch

Required. Controls the user’s operational scope.

Location fields

Optional fields include location, city, state, and ZIP code.

User accounts become active immediately after creation. Share the username and password securely with the user so they can log in.

Key points

Roles define permissions

Users inherit permissions from the role assigned to them.

Role changes are immediate

Editing a role affects all users assigned to that role at once.

Branches limit scope

Branch assignment controls which operational data a user can access.

Disabled users lose access

Disabling a user removes system access immediately.

Super Admin is fixed

The Super Admin role cannot be modified or disabled.

Unchecked means restricted

Unchecked permissions are restricted, regardless of other settings.

Restrict user configuration permissions to trusted administrators. Incorrect role or user changes can affect access across the entire workspace.