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Creating User Groups and Adding Employees

IMPORTANT NOTE: The admin User Group (User Group 1) should always remain the admin user group on the account. This user group is linked to features and plugin in ERPLY. If changed, this could possibly provide rights to some features/plugins to the wrong user groups. 
Click here for the Employee Termination Guide.

User groups, Employees, and User logins in ERPLY

1.) First define your Usergroups, and rights associated with them.

-Click open SETTINGS–Scroll down and open USERGROUPS:

-You can edit existing USERGROUPS by clicking them open, or add new using the NEW + button:

-Once open, you will see a variety of rights that you can modify for the selected USERGROUP

The first third are specific actions you can allow or disallow users to do or take. These are binary, you either can (checked) or can’t (empty)

The second third is a broader allowance based on the main modules; they generally parallel the icons displayed across the top of ERPLY

– You can select from each one, if the USERGROUP can View-Add-Edit-Delete in the listed module.  Your options are to allow the user group to View, edit, or delete: none (blank), ‘all’, or just ‘added by you’.

The “view” column allows the user to view the selected information when using the software.

The “add” checkbox allows the user to add/enable a particular function when checked.

The “edit” column allows the user to edit/modify a particular category.

The “delete” column allows the user to delete information from a particular category.

The “all” function from the dropbox allows the user to have access to all of the information in a category.

The “added by myself” function from the dropbox allows the user to only access information he or she has modified.

Blank lines in the dropdown disallow that action in that module, and if you have no rights in that module at all, it will not appear to that user.

-Take your time with setting these rights, be sure to analyze what exactly you want each USERGROUP to do in ERPLY.

The last third of this concerns the ‘settings’ menu within ERPLY and what items on that menu are accessible to this user group.  Unchecked items will not appear as options within settings.  You need access to the ‘users’ setting to add new users.  You need access to ‘timeclock’ to adjust timeclock entries.

Once set up adding a new user , and linking him to the corresponding USERGROUP and rights is very simple, fast process- you want to be sure that the group you relate them with is sufficient.

*Setting all to Blank- will cause the Icon to disappear when members of this USERGROUP login.

After you have defined all rights on this card–SAVE (in upper right) to confirm the settings.

-Below are the minimum settings for a sales representative for your usergroup:

– Now that Usergroups have been defined, next step is to Add your Employees to the system.


2.) Adding Employees into ERPLY

-SETTINGS—Company and Staff – NEW +

– Employee card opens– fill necessary data—SAVE

-Once Saved, Grey Button Appears “Create User Account” on lower left of screen:

* This is step one of the process- your employee is now set up (time clock can be utilized)

-Last step is to Create a User for this Employee in order for them to login and access the system.


3.) Creating Users login credentials

-Click open “CREATE USER ACCOUNT” button–User Card displays

-Here you give the Employee Username (this is what they log in with), password and pin if you so choose.  Next assign them which USERGROUP they belong to (corresponds to rights set up in step 1 above)

*You will notice there are a few more User specific rights you can define on the right.

– Be sure to select only the locations from which you would like this user to access the system

*Checking box for more than one will give user access to multiple locations:

-Once saved you will see that Employee and User are defined- you can change an employee’s login password by clicking (password) and defining new: